Northwestern University — Graduate Admissions Business Systems Administrator (Hybrid Schedule)

Job ID: 45290
Location: Evanston, Illinois

Department: Graduate School Administration
Salary/Grade: ITS/79

Are you looking to advance your career in higher education systems data management? Would you like to join a dynamic admissions team, supporting and administering data and customer relationship management (CRM) systems for more than 100 Northwestern graduate programs? The Graduate School at Northwestern University is looking for a detail-oriented, collaborative, and experienced individual to maintain, integrate, and improve its admissions processes. Ideal candidates will be familiar with CRMs like CollegeNet, Slate, or comparable software systems, and have solid work experience (2 years or more) in higher education. The successful applicant will be responsible for designing and leading systems training sessions for Northwestern faculty and staff and for supporting time-sensitive admissions cycle requests from faculty, staff, and applicants to Northwestern graduate programs. In keeping with our mission of inclusion and diversity, the Graduate School values applicants with interest or experience in advancing anti-bias, anti-racism and equity-oriented frameworks. We are especially eager to receive candidates who can work with our team to help identify and eliminate systemic bias in existing technical processes, whether in our own practices or in the databases we use. The ideal candidate can: 

  • understand and interpret data via multiple mediums,
  • organize and prioritize their work with a high degree of initiative and independence, and
  • work effectively on a team, and collaborate with a variety of colleagues and University partners.

Job Summary:
Ensures the accuracy of admissions data and processes integrations between internal admissions systems to central university systems. Dedicated to the maintenance, integration, and improvement of the current admissions system and related processes. Provide systems expertise for admissions and other TGS systems, day-to-day troubleshooting and support, training to current and new admissions system users.

Specific Responsibilities:
The Graduate Admissions Business Analyst is the key point of contact for all graduate admissions technology issues.


  • Support the configuration and maintenance of admissions file exchanges and data integrations across multiple admissions systems, including various third party vendors (e.g. CollegeNET).
  • Lead training sessions of current and new admissions system users and manage supporting documentation and materials.
  • Lead advisor to Director of Graduate Admissions in the review, adoption, implementation, and decision making of appropriate admissions technology, vendor partners, and business processes.
  • Provide prompt system support, especially during the high volume admissions cycle (~late December-March).
    • Assist the department with technical solutions for duplicate ID identification and resolution tracking.
  • Assist the Director of Graduate Admissions and team in managing the timely processing of more than 15,000 applications per year for 100+ individual degree programs at the University.
    • Serve as the technical lead for the ongoing support of any data integrity edits used by the admitting units/functional areas, to monitor prospective student tracking, applications processing, application reviews, document management, and transcript evaluation.
  • Serve as Data Custodian for graduate admissions data. Accountable for appropriate and accurate data. Responsible for reviewing and approving access to information.
    • Responsible for the daily imports of admissions data into SES from all external data sources.
    • Monitor daily system integration reports, processes and resolve errors.
    • Create and maintain the graduate admissions system’s master table of program information.
    • Identify reporting needs and develop criteria needed for notification alerts.
    • Manage procedures and policies for transition of data throughout the electronic process to ensure a smooth integration with University data management systems.


  • Assist with administrative functions, testing and upgrades associated to the university’s constituent relationship management system(s) and graduate admissions related support technologies.
  • Assess needs and identify new technology requirements to improve efficiency through automation. Effectively communicate with Director of Graduate Admissions as well as TGS Senior Systems Analyst and Northwestern Information Technology (IT) to convey those requirements and define strategies for the application for admission, applicant communications and reporting requirements.
  • Design, refine, and oversee processes for uploading of applications, faculty and staff access leading to review, graduate admissions decisions, and onboarding of new students.
  • Provide technical specifications and data assistance to stake holders when researching process improvements, data integrations, and new technologies, and when reviewing current functional and system operations to identify new efficiencies; maintain necessary documentation.

Strategic Planning

  • Support TGS’s strategic priorities to recruit and retain diverse students in all TGS programs.
  • Customize graduate admissions technology and platforms to address strategic priorities in equity and anti-bias praxis.
  • Provide data for the Director of Graduate Admissions to assist their collaboration on research and demand analyses for new and existing programs and associated enrollments.
    • Maintain awareness of alternative admissions technology platforms, and keep the current technology up-to-date and well-curated for our programs’ specific needs and issues.

Minimum Qualifications:

  • Bachelor’s degree, preferably in computer science, technology or related field
  • Two or more years of experience working with admissions data and supporting those processes across multiple university systems or integrations (e.g. CollegeNET, Slate, Cesar, Salesforce, TargetX, and a document management system like OnBase)

Minimum Competencies: (Skills, knowledge, and abilities.)

  • Able to articulate functional requirements to technical staff, and in turn communicate limitations or recommendations to functional users
  • Excellent oral and written communication skills required, in support of a strong community and service ethos.
  • Able to understand and interpret data via multiple mediums
  • Organize and prioritize work with a high degree of self-initiative and independence
  • Excellent attention to detail.
  • Self-motived, team player who is able to work with minimal supervision.
  • Able to respond to issues and complete projects within the expected timeframe in a constantly changing and busy environment.
  • Analyze and develop a variety of problem-solving techniques to assess needs and to determine alternative viable courses of action
  • Strong comprehension skills with respect to issues of equity and inclusion, (i.e. understanding bias, discrimination, power, and position). The successful applicant should be able to understand and discuss such issues, especially in the context of data and systems thinking.
  • Must be able to exercise appropriate judgment and discretion, and to maintain confidentiality when necessary.

Preferred Qualifications:

  • Master’s degree
  • Preferred experience in graduate admissions or related area (e.g. enrollment management, financial aid, student enterprise system management)
  • Preferred experience working with PeopleSoft, CollegeNET, and/or OnBase

Preferred Competencies: (Skills, knowledge, and abilities)

  • Strong “people skills,” including listening, positive attitude, accountability, situational awareness, conflict resolution, and creativity.
  • The successful candidate should manifest a growth mindset and the ability to model and foster it in others.

Please apply online at

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