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Job Details

Requisition Number 17-0068
Post Date 10/31/2017
Title Assistant Director of Graduate Admission and Data Management
City Frederick
State MD

Under the general direction of the Dean, the Assistant Director of Graduate Admissions and Data Management supports the Graduate School in the management of recruitment and admissions data and oversees the information technology and TargetX software needs of the office for purposes of international and domestic graduate student recruitment, admissions, communication, and assessment; performs graduate student recruitment and admissions activities to address student needs and recruitment goals; provides support to and communicates directly with faculty program directors; and participates in the development of office policies, procedures, and promotional materials. Must be available to work occasional evenings and weekends to accommodate special events such as open houses and commencement, as needed.

Requirements h3>Information Technology and Database Management (60%)

  • Manages all information technology processes in the Graduate School, which includes working with the College’s information technology department on graduate school databases and processes;
  • Implements and manages TargetX software and associated databases for end‐to‐end automation of graduate admission processes;
  • Uses admission and recruitment information in TargetX software to create and edit relevant reports for data analysis;
  • Maintain a growing library of dashboards, reports, and interactive data visualizations using a variety of tools and techniques supported by TargetX;
  • Partners with the IT department to ensure data integration between TargetX and PowerCampus;
  • Resolves any issues arising from the data integration;
  • Troubleshoots issues TargetX functionality, in collaboration with Hood’s IT staff and TargetX support services for timely resolutions;
  • Extracts and analyzes data from TargetX to support recruitment and retention campaigns;
  • Creates and maintains TargetX forms using the Form Building App to ensure the appropriate collection of data for recruitment and reporting purposes;
  • Maintains accurate student information in TargetX using Demandtools;
  • Runs SQL queries against PowerCampus data to fulfill data requests for the needs of the graduate school;
  • Assist in all aspects of data extraction, analysis and reporting;
  • Manages and analyzes Geographic Information Systems (GIS) recruitment database;
  • Assists in other research and data analysis, as assigned by the dean, including but not limited to:
  • Designated School Officer (DSO) duties, international student assistance, web and communication support and community outreach, etc.;
  • Assesses recruitment activities – both formally and informally – to strengthen recruitment planning;
  • Regularly informs Dean of admissions activity, and identifies and suggests solutions for problematic admissions processes;
  • Using internal data and best practices, identifies program‐specific recruitment goals, provides regular analysis of prospective, inquiry and enrollment activity; and updates dean/staff on key data points and activity;
  • Updates TargetX platform to accommodate and support new programs or admissions requirements;
  • Implements best practices and procedures to maximize staff’s efficiency and reduce manual processing time (e.g., task dashboards, productive reports);
  • Trains graduate faculty, graduate and undergraduate staff in TargetX functionality and usage;
  • Maintains and troubleshoots functionality of online application in TargetX for the graduate school.

Admissions and Recruitment (30%)

  • Creates and monitors admission reports to determine recruitment strategies for international students—fluency in Arabic, Hindi, Spanish and/or French is desirable for international student recruitment;
  • Serves as the primary point of contact for prospective students and communicates directly with students via mail, email, phone, in‐person, and other means;
  • Investigates and addresses student application issues and communicates with the dean on these matters;
  • Provides initial review and analysis of applications to determine students’ initial standing within the admissions process based on file status, grades, academic integrity, etc.;
  • Consults with faculty program directors and facilitates program director review of application files and admissions decisions;
  • Communicates with international students on visa requirements, processes I‐20‐related visa applications, and serves as a Designated School Officer (DSO) and/or confers with the Primary DSO on visa issues;
  • Participates in cross‐training admissions activities to provide additional team support;
  • Collaborates with faculty program directors on recruitment activities on‐ and off‐campus;
  • Develops/maintains personal contact, and performs comprehensive follow‐up strategies with prospective graduate students through various communication strategies;
  • Represents the Graduate School at recruitment events both on and off campus, including open houses, information sessions, orientations, professional conferences and college fairs.

Policy, Procedures and Promotional Updates (10%)

  • Actively participates in weekly staff meetings to ensure enrollment, marketing and other graduate school goals are addressed in a positive, timely manner;
  • Develops, updates and maintains office procedures on a regular basis, as part of the continuous improvement process in the office;
  • Participates in the development of new standard operating procedures and work flows;
  • Regularly consults with program directors to ensure the validity of program planning guides;
  • Regularly reviews website, program sheets, and other material to ensure they are up‐to‐date, and reports needed changes to the dean;
  • Monitors provisionally admitted students for adherence to specified conditions; updates acceptance decision to rescind or fully accept;
  • Obtains dean signature for specific student actions, as needed.


    To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Education and/or Experience

    Master’s degree—management of information technology/systems required. Experience with information/data management, TargetX software integration and functionality, recruitment and admissions in higher education preferred. Must possess strong technological, organizational, quantitative, interpersonal, and communication skills.

    Language Skills

    Excellent command of the English language. Ability to write reports and business correspondence. Ability to effectively present information and positively respond to questions from groups of managers, clients, customers, and the general public. Fluency in Arabic, Hindi, Spanish and/or French is desirable for international student recruitment.

    Technology Skills

    Knowledge of SEVIS, Geographic Information Systems (GIS), CRMs (especially TargetX and Salesforce), Access queries, and SCT (or other student database) required. Working knowledge with the following software: Microsoft Office Suite and spreadsheets required. Ability to use the internet and electronic mail required.

    Mathematical Skills

    Ability to work with and apply basic mathematical concepts timely and accurately, either manually or by using a calculator. Knowledge of descriptive and inferential statistics for report management and data interpretation.

    Reasoning Ability

    Ability to solve practical problems and deal with a variety of concrete variables in constantly changing situations. Ability to work independently and as a member of a group in addressing strategic priorities, particularly relevant to developing and executing goals and objectives. Ability to work in theoretical arena and apply logic as appropriate.

    To Apply

    Qualified candidates are invited to apply on-line via our electronic application which requires submission of a cover letter, resume, and the name and email address of three professional references. When saving documents, the file name should include the job requisition number (17-0068). To ensure consideration, applications should be received by November 6, 2017.

    The electronic application is found at the end of the job description on the lower right hand side, "Apply On-line". If you need assistance with the online application process, please email or call (301) 696-3592.
    Hood College is committed to diversity in its faculty and staff and subscribes to a policy of hiring only individuals legally eligible to work in the United States. An Equal Opportunity Employer/M/F/Vet/Disability

    Hood College does not discriminate on the basis of sex, race, color, national origin, sexual orientation, gender identity or gender expression, marital status, pregnancy, disability, religion, or age in recruitment, admission and access to, or treatment, or employment in its programs, services, benefits, or activities as required by applicable laws including Title IX of the Educational Amendments of 1972 and Section 504 of the Rehabilitation Act of 1973, and complies with the law regarding reasonable accommodation for disabled applicants and students. Inquiries about discrimination or reasonable accommodation should be referred to the Title IX and Section 504 Coordinator at Alumnae Hall, 401 Rosemont Avenue, Frederick, MD. 21701 (AD 312), (301) 696-3592. For complete information on Hood College’s nondiscrimination policy, please visit

  • Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities.
  • Please view Equal Employment Opportunity Posters provided by OFCCP here.
  • The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
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