Graduate Admissions Coordinator (Project Management)

The Graduate Admissions Coordinator plays a pivotal role in the graduate admissions process at the University of Oklahoma (OU), serving all campuses including Norman, Tulsa, and OU Online. This position is responsible for reviewing graduate applications, making admissions decisions, managing communication with prospective students and academic units, and ensuring compliance with institutional and state regulations. This position supports both domestic and international applicants and serves as a key liaison between the Graduate College and academic departments.

Key Responsibilities:

Application Review and Decision-Making

• Review and evaluate graduate applications for assigned programs across OU Norman, OU Tulsa, and OU Online.
• Assess applicant qualifications, refer eligible candidates to academic units for departmental recommendations, and finalize admissions decisions.
• Ensure that all decisions adhere to Graduate College policies, University standards, and Oklahoma State Regents for Higher Education regulations.
• Manage application workloads to ensure timely processing and communication.

Collaboration with Academic Units

• Build and maintain strong, collaborative relationships with designated academic units.
• Support departments in implementing admission criteria aligned with Graduate College policies.
• Communicate application requirements, deadlines, and procedures to departments and applicants.
• Provide guidance on admission policies and offer technical support and training related to the Slate CRM system.

Slate CRM System Management

• Use Slate CRM to process applications, track credentials, monitor applicant statuses, and facilitate efficient communication with applicants and academic units.
• Ensure data accuracy and support system improvements as needed.

International Credential Evaluation

• Evaluate international academic credentials using recognized tools such as AACRAO EDGE and the World Higher Education Database (WHED).
• Assess international degree equivalency and verify accreditation of issuing institutions.
• Ensure consistent and fair evaluation practices to support academic decision-making.
• Evaluate foreign transcripts and convert international GPAS to the U.S. 4.0 grading scale in accordance with institutional guidelines.

Prospective Student Support

• Provide support to prospective students navigating the graduate admissions process.
• Offer clear and timely information regarding deadlines, required documents, and decision timelines.
• Refer students to appropriate graduate programs and ensure follow-up to address outstanding questions or concerns.

Graduate Transfer Credit Evaluation

• Collaborate with academic departments and the Graduate Degree Management Specialist to evaluate and post eligible graduate transfer credits.
• Confirm that transfer credits meet graduate-level standards and minimum grade requirements.
• Assess international transfer coursework for grade and credit hour equivalencies.

Required Education and Experience: Bachelor's degree, AND:

• 12 months of related experience.

Equivalency/Substitution: Will accept 48 months of related experience in lieu of the Bachelor's degree for a total of 60 months of related experience.

Skills:

• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, One Note, and PowerPoint.
• Proficiency with virtual meeting software such Zoom, Microsoft Teams, or Slack.
• Excellent communication, organizational, and interpersonal skills.
• Attention to detail and a commitment to confidentiality and data integrity.

Certifications: None

Advertised Physical Requirements:

• Physical:
  • Ability to bend, lift, stoop and carry.  
  • Ability to engage in repetitive motions. 
• Environmental:
  • Standard office environment.
  • Frequent exposure to pressure caused by deadlines and busy periods.
  • May be required to travel.  
  • Ability to work effectively with a wide range of constituencies.  
  • Requires contact with other departments and university officials.
  • Willingness to work extended and weekend hours during peak periods.

Department Preferences:

• At least 12 months of experience working in a higher education setting, preferably in an admissions or student services role
• Familiarity with international credential evaluation and graduate transfer credit practices is strongly preferred.
• Experience with CRM systems, preferably Slate.

Supervision: No supervisory duties

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.