CELC Admissions Coordinator - Graduate

Job Location: University of Lynchburg - Lynchburg, VA

Position Type: Staff

Education Level: 4 Year Degree

Job Shift: Full time

Reports to: Dean, College of CELC

Position Type: Non-exempt

Admissions Responsibilities:

• Ensures rapid response to all program inquiries with personal outreach within 48 hours
• Meets weekly with other Admissions Coordinators and the Director of Graduate Enrollment to design follow-up strategies to move students efficiently through the admissions funnel
• Maintains extensive confidential records for potential, current, and inactive graduate students, including required admission materials, other documents, and grades on all required database files. Ensures proper faculty members, program directors, and deans are informed of necessary information about prospects, applicants, current, and inactive students.
• Receives, processes, and categorizes applications from the Centralized Application Service that might be applicable to college programs. Remain current on changes in centralized processes and technology.
• Receives, processes, and categorizes applications from pertinent data management systems, including Slate. Assists in the management of graduate applications in pertinent software. Remains current on changes in related management processes and technology.
• Enters and maintains all prospect and application information on the appropriate database. Process and manage appropriate communications for prospects and applicants. Oversight of student workers may be required.
• Serves as point of contact for students, staff, administrators and faculty for information pertaining to inquiries about applications and acceptance.
• Initiates contacts, interacts with, and counsels all applicants to graduate programs.
• Makes decisions, based on established criteria regarding the processing and progression of applications in the interview process.
• Develops, coordinates, and maintains an accurate and timely systematic process for screening and processing all applicants and their documentation.
• Is a non-voting member of related Admissions Committees.
• Coordinates all aspects of the admissions process, including initial review of all application materials, tracking documents and forms submitted by applicants, providing summaries of qualified applicants for consideration by the Admissions Committee, and planning and organizing the applicant interviews.
• Works with the Registrar and Graduate Enrollment office to provide documentation for admitted students, input for admitted students, and help coordinate student registration for classes each semester.
• Creates, organizes, and maintains copies of all official correspondence related to admissions and compliance.
• Collects and deposits to assigned accounts any required application fees and enrollment deposits.
• Maintains all college/departmental documents related to effective admission functions.
• Reviews, coordinates, and documents all budget expenditures relating to admissions and reports them as required by the College. Works/Assists with other departmental budget items on an as needed basis.
• Maintains accurate and updated tuition revenue figures for College, School & Departmental accounting purposes. Provides early analysis of revenue data.
• Answers and forwards telephone calls and emails to the appropriate person in the university/college/program in a timely manner
• Attends college/departmental meetings
• Assists with the planning and coordination of orientation and student events.
• Maintains confidentiality of all student information in compliance with FERPA standards.
• Must attend weekly university admissions/ enrollment meetings with all other college Admissions Coordinators and graduate enrollment
• Provides periodic status reports by program and college to Program Directors and College Dean
• Performs additional duties as requested by the college dean and/or Associate Provost of Academic Strategy.
• Maintains a database of applicants, admission decisions, enrollment, and retention for accreditation purposes.

General Responsibilities:

• Provides administrative support as needed
• Responds to questions by phone, e-mail, and in-person regarding program specifics
• Maintains student files
• Schedules office and offsite meetings/conferences, resources, and travel
• Assists with coordinating space for the programs
• Provides financial aid guidance for students and faculty regarding specific programs
• Creates and revises program and college forms as needed
• Attends and participates in school and committee meetings
• Assists with media and publication for programs/college
• Interacts with students, faculty, clinicians, local partners, and accreditation agencies
• Assists with the coordination of site visits for accreditation
• Assists with building coordination for office space assigned, interfacing with all needed college/school as needed for rapid resolution of problems, including work orders or other requests to the physical plant, housekeeping, and ITR.
• Assists with updates to the college/ program website
• Assists with the department e-mail box, responds to potential students with appropriate information
• Assists with updating social media sites
• Runs on-campus and off-campus errands as needed.
• Some evening and weekend hours will be required.
• Performs other duties as requested by College Dean

Minimum Requirements

• Minimum of 1-2 years of progressively responsible administrative professional experience.
• Experience in higher education or other administration preferred. Above-average knowledge of office procedures and secretarial skills. Computer knowledge or word processing applications, internet and intranet use, spreadsheets, and database management essential, with proficiency in Slate preferred.
• Excellent oral and written communication skills. Excellent organizational and typing skills.
• Must be a self-starter, have the ability to handle multiple priorities, and have close attention to detail and accuracy. Must be courteous, people-oriented, and have excellent interpersonal skills. Must be available for occasional evenings and weekends.

Minimum Education

• Bachelor’s degree, preferably in education, business, or a related field of study.