Job Title: Senior Enrollment Operations Specialist
Department: Office of Admissions
Reports to: Director of Admissions
Location: Hybrid or Remote
Salary: $85,000 (40hr/week)
Palo Alto University (PAU) is a private, nonprofit university located in the heart of Silicon Valley with a singular focus on mental and behavioral health education. For five decades, PAU has been dedicated to addressing pressing and emerging challenges affecting individuals, organizations, and communities, preparing practitioners and scholars to meet the evolving needs of contemporary society. With approximately 1,200 graduate students and a small cohort of undergraduate students, the University offers a comprehensive portfolio of bachelor’s, master’s, doctoral, and professional programs delivered through innovative online, hybrid, and residential modalities.
PAU is distinguished by faculty who are nationally and internationally recognized for their contributions to research, teaching, and clinical practice. Through rigorous academic preparation, applied research, and extensive hands-on clinical training, PAU equips students with the knowledge, skills, and professional judgment required for meaningful impact in the behavioral health fields. Together, these elements define PAU’s mission-driven approach to education and its legacy of preparing confident, competent, and compassionate professionals who make a difference in the communities they serve.
About The Office Of Admissions
The Office of Admissions manages a comprehensive admissions program for all PAU degree programs. Admissions team members aim to be both professional and approachable and maintain the highest standards for access, equity, and transparency in all aspects of our work. The Office of Admissions recognizes that students can take many paths to PAU and seeks to recruit and enroll those students who would thrive in our programs, regardless of background.
Job Summary
The Senior Enrollment Operations Specialist oversees the technical and operational infrastructure supporting graduate and undergraduate admissions. This role is responsible for day-to-day admissions operations, support, program-specific tasks, critical administrative and data management functions, data integrity, systems administration, and compliance across the admissions cycle. This role partners with enrollment and technology teams to audit processes, identify opportunities for improvement, and implement solutions that enhance the applicant experience and support institutional goals.
Key Responsibilities
Systems Administration:
- Oversight of CRM, SIS, and other support systems, ensuring accurate and timely processing of applications, transcripts, supporting materials, and admissions communications
- Monitor all stages of the admissions cycle, anticipating and adapting to seasonal volume fluctuations and deadlines
- Oversee system workflows, configurations, and integrations to maintain data integrity, compliance, and operational efficiency
- Conduct regular audits of admissions data and processes to ensure accuracy, consistency, and adherence to University policies and standards
Leadership:
- Identify and implement process improvements using technology, automations, and streamlined workflows
Policy Adherence:
- Clearly understand and apply University admissions policies and procedures fairly and consistently, seeking clarification when unsure.
Collaboration:
- Work with cross-university partners as needed and serve as admissions liaison to operational teams Confidentiality:
- Ensure the confidentiality of student records in compliance with the Family Educational Rights and Privacy Act (FERPA).
Qualifications
- Bachelor’s degree required; Master’s degree preferred
- 3-5 years of experience in higher education admissions operations or related data/systems management
- Demonstrated proficiency with SIS platforms, CRM systems, and analytics tools (e.g.,
Jenzabar, Hubspot, WebAdmit, Microsoft SQL Server)
- Strong understanding of admissions and enrollment cycles, compliance standards, and data governance
- Detail-oriented with excellent organizational, problem-solving, and project management skills
- Ability to manage multiple priorities and work collaboratively in a fast-paced, deadline-driven enrollment environment
- Excellent written and verbal communication skills
No Discrimination: The University is an equal opportunity employer and is firmly committed to non-discrimination in its hiring and other employment practices and in the application of its personnel policies. In compliance with all applicable federal and state laws, except where a bona fide occupational qualification exists, employment decisions will be made irrespective of the staff member's backgrounds of race, color, religion, religious creed, ancestry, national origin, age (except for minors), sex, marital status, citizenship status, military service status, sexual orientation, medical condition (cancer-related or genetic condition), disability and/or any other status protected by law.
As provided by law, and when it is requested to do so, the University will offer reasonable accommodations to individuals with disabilities, if the individual is otherwise qualified to safely and to the University standards of quality of work, perform all essential functions of the position and if it can be done without undue hardship to the University.
PAU has a high-quality work environment that attracts and welcomes a diversity of backgrounds of employees. In your application or in a cover letter, please include information on how your background and experience have prepared you to work at a high level of quality of work with co-workers from a variety of different backgrounds.
Skills Required
- Bachelor's degree
- Master's degree
- 3-5 years experience in higher education admissions operations or related data/systems management
- Demonstrated proficiency with SIS platforms, CRM systems, and analytics tools (e.g., Jenzabar, HubSpot, WebAdmit, Microsoft SQL Server)
- Strong understanding of admissions and enrollment cycles, compliance standards, and data governance
- Experience conducting data audits and maintaining data integrity, system workflows, configurations, and integrations
- Knowledge of FERPA and ability to ensure confidentiality of student records
- Detail-oriented with excellent organizational, problem-solving, and project management skills
- Ability to manage multiple priorities and work collaboratively in a fast-paced, deadline-driven environment
- Excellent written and verbal communication skills
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What We Do
Founded in 1975 as the Pacific Graduate School of Psychology, Palo Alto University (PAU) is a non-profit and accredited institution dedicated to improving lives through education and research anchored in psychology, counseling, social work, clinical training and practice in a diversity of cultures, and service to communities around the world.
