CRM and Data Specialist, Admissions

Job Posting Title:

Job Description:

Overview:

The CRM and Data Specialist will be pivotal in optimizing and maintaining the technology systems integral to the Admissions department at Keck Graduate Institute. Reporting directly to the Vice President of Admissions and Enrollment Management, this position is responsible for seamlessly integrating and configuring various application and inquiry CRM systems, including Salesforce, HubSpot, PharmCAS, OTCAS, and CASPA. The CRM and Data Specialist will work closely with the enrollment managers and Admissions and Outreach staff to ensure that these systems support an efficient and positive experience for prospective students and applicants, from inquiry through to matriculation.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S.  News and World Report, and the Princeton Review.

Education and Experience:

A Bachelor’s degree and Bachelor’s degree preferably in a related field and three plus years of experience working with CRM systems such as Salesforce, HubSpot, or equivalent, preferably in an admissions, sales, or marketing environment. Additional experience or training in data analysis is preferred.

Essential Functions and Responsibilities:  Individuals must possess knowledge, skills and abilities to successfully perform the essential function of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

System Integration and Configuration:

• Oversee the integration and functionality of Salesforce, HubSpot, PharmCAS, OTCAS, CASPA, and other relevant application systems.
• Ensure that all systems are configured to support a streamlined admissions and recruitment process.
• Collaborate with vendors to maintain and troubleshoot technology systems, ensuring optimal performance and configuration.

Data Management and Reporting:

• Maintain data integrity across all systems, ensuring accuracy, consistency and regulatory compliance.
• Generate and maintain reports and dashboards that provide actionable insights for executive leadership, department managers, and admissions staff.
• Conduct relevant data analysis to support decision-making processes.

Collaboration and Coordination:

• Work closely with the Marketing and Communications department, Director of Admissions, Director of Recruitment and Outreach, Registrar, and all Admissions and Outreach staff to ensure all departmental requirements are met.
• Coordinate with vendors to ensure the technology infrastructure is running smoothly and aligned with organizational goals.
• Ensure that automation and technology functionalities are fully leveraged to enhance the admissions process and reduce manual business processes.

Project Management:

• Lead projects involving the implementation of new technologies or updates to existing systems, ensuring deadlines are met.
• Manage timelines and deliverables for technology-related projects, coordinating with vendors and across departments as necessary.
• Other duties as assigned.

Required Knowledge, Skills and Abilities:  Individuals must possess knowledge, skills and abilities to successfully perform the essential function of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

• Strong proficiency with technology and emerging trends; technical background not required, but highly beneficial.
• Exceptional attention to detail and organizational skills.
• Ability to lead and manage projects with tight deadlines and multiple stakeholders.
• Technical proficiency in CRM systems and data management.
• Strong communication and collaboration skills.
• Problem-solving abilities and a proactive approach to troubleshooting.
• Ability to manage and prioritize multiple projects simultaneously.
• Positive, welcoming personality with demonstrated customer service experience.
• Ability to maintain the highest level of confidentiality.
• Ability to work comfortably, respectfully, and competently with people of diverse backgrounds.
• Ability to lift 20 pounds/participate in light set-up for recruitment and on-campus events.

Hours, Classification, and Status: 

This is a regular, full-time, benefits-eligible, non-exempt position.

The regular hours of this position are Monday-Friday 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.

Hourly rate range: $28.00 - $30.00. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.   

Special Requirements:
Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination, an Institute-approved exception, or deferral to comply with the policy.

Physical and Mental Requirements:

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.  Sitting in a normal seated position for extended periods of time.  Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity is required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example, to lift or move office supplies, files, books, and packages. Ability to drive locally. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus. 

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references. Minority candidates are strongly encouraged to apply.

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.