"Admissions Operations Specialist"

Position Description

This position manages administrative and operational processes for the Admissions team, including communication flow for leads/prospects and applicants, email marketing efforts, data analysis and reporting, department financial planning and management, monitoring application process, and tracking enrollment requirements for incoming students. This position supervises the Admissions Office Coordinator and provides oversight and as needed support for prospect and applicant phone and email customer service and communication. Manages CRM (Campus Café). Flexibility for some early evening hours as needed.

Essential Duties and Responsibilities

• Oversees Counselor and Coordinators on Admission team for CRM/SIS
• Develop program-specific CRM admissions processes as needed – such as drip campaigns
• Monitor list of new leads/prospects, guaranteeing that appropriate automated and personal outreaches occur
• Manage CRM training, access, and usage in recruitment outreach and admissions
• Work with Admissions Coordinator to organize applicant records and create applicant files in coordination with the Admissions team.
• Maintain accurate records in CRM and hard files and regularly perform quality control checks on student files to assure compliance with institutional, state, and federal record-keeping provisions and compliance with current enrollment standards.
• Conduct transcript reviews and GPA calculations during high volume periods.
• Main admissions team member for enrollment requirement tracking for incoming students.

Communications & Marketing:

• Lead development of communication plans for prospective students through CRM
• Oversee automated email campaigns, working with Marketing and Admissions teams to refresh content, monitor performance, and improve approach
• Oversee ongoing email newsletters, email event invitations, and ad-hoc email campaigns
• Partner and support Marketing team with coordinating and implementing marketing and outreach

Analysis & Reporting:

• Create weekly admissions dashboard
• Prepare quarterly and annual analyses of lead/prospect and applicant trends; provide strategic and tactical recommendations based on analyses
• Prepare ad-hoc analyses and reports as needed

Financial Management:

• Work with Dean of Enrollment and Provost to develop Admissions budget
• Work with Dean of Enrollment to monitor and reconcile monthly expenses and reforecast budget as needed
• Analyze budget data and advise counselors on expenditures
• Develop budget approval and reporting system for counselors

Office Reception Management & Department Administration:

• Train and supervise Admissions Office Coordinator
• As needed, answer calls and emails from prospective students/applicants regarding the admission process, file status, mailings, admission guidance and instructions, and all other routing inquiries.
• Greet callers and campus visitors professionally and courteously, and direct them as appropriate.
• Provide administrative support as needed to Dean of Enrollment Management and Admissions Counselors
• Supervise work study students for specific projects as assigned

Education/Experience

Bachelor’s degree with 5+ years of experience in admissions and/or higher education preferred, or an equivalent combination of education and experience. CRM Skills a must, preferably Campus Café.

Qualifications

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.

• Excellent communication skills.
• Excellent computer skills.
• Sophisticated skill in building interpersonal relationships; relates well to all kinds of people, listens, builds effective relationships, uses diplomacy and tact.
• Ability to coordinate the work of a group, solve problems and make decisions.
• Ability to organize people and activities.
• Ability to coordinate multiple schedules and tasks simultaneously.
• Ability to take initiative and work independently as well as with a team.
• Keen attention to detail.
• Strong technical and problem-solving skills.
• Ability to prioritize, and work well under pressure.
• Extremely organized.
• Ability to assess and report out project outcomes and identify opportunities for improvement.
• Highly skilled with project management solutions, WordPress, Adobe, PowerPoint, Campus Cafe and/or other communication and presentation tools preferred.