Enrollment Services Specialist

Summary

Job Category:
Student Services, General
Job Title:
Enrollment Services Specialist
Job Category Definition:
This specialty covers the strategic and operational management for activities and services related to the successful recruitment, enrollment and transition of students through the institution. Functions include managing admissions and student aid delivery to a complex system of undergraduate campuses and special mission/professional student locations through policy development and an automated system delivery mechanism; working in collaboration with the various academic and support units to plan, develop and coordinate programs and services that assist students in the successful completion of their academic and out of class experiences. Responsibilities also include developing and interpreting policies for recruitment, retention and financial aid delivery as well as other programs and services to internal and external constituents, implementing quality improvement practices to support these policies, and resolving complex issues and problems
Job Title Definition:
The Enrollment Services Specialist provides a wide array of consultative services to prospective and current students and their families including representing the University at recruitment and/or financial aid events, advising on the admissions and/or enrollment processes, evaluating credentials of student applications for admissions and/or financial aid and/or immigration, monitoring, tracking and reporting on various statistics, and coordinating with other University departments to provide needed services; develops and presents information in a variety of forums, coordinating with high schools and community groups, as appropriate; develops and coordinates campus visitation programs; creates, coordinates and reviews communications for consistency of messaging across multiple areas. Duties are performed at various levels within the defined title.
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1  

Level Details
Job Code Salary Band FLSA Status
SAGN0201 E Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience

0+ years related experience

Associate’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Answer routine inquiries from prospective and current students regarding admissions and/or student aid, including questions regarding the University’s enrollment services processes
  • May review and evaluate credentials on students’ applications to determine eligibility for financial assistance, admissions applications, or visa documentation to determine acceptance based on established policies and criteria
  • Represent the University and/or campus at recruitment and/or student aid events for prospective and current students, such as high school nights, open houses, campus tours, college fairs, etc.
  • Coordinate, schedule, and participate in University and/or campus recruitment events and/or student aid events as well as special projects for the unit
  • Assist in coordinating materials for upcoming programs
  • Track intake statistics for phones, walk-ins and outreach activities as a mechanism to enhance student services
  • Examine intake and outreach statistics and prepare reports to contribute to recommendations for quality improvements to the delivery and communication of recruitment and/or financial aid programs
  • Assist with the daily workflow of the unit as determined by supervisor
  • Coordinate and collaborate with other units University wide on joint initiatives

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2  

Level Details
Job Code Salary Band FLSA Status
SAGN0202 F Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience

3+ years related experience

Associate’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Provide guidance to prospective and current students and parents on the admissions and/or student aid and/or enrollment services process
  • Provide in-take services; respond to direct requests from individual applicants, parents, and counselors through phone, email, and assisting visitors to the office
  • Evaluate credentials on students’ applications to determine eligibility for financial assistance, admissions applications, or visa documentation to determine acceptance based on established policies and criteria
  • May present at recruitment and/or student aid and/or enrollment services events for prospective and current students on behalf of the University and/or campus
  • Assist in the creation, design, coordination, implementation and delivery of presentations and accompanying materials for small and large groups
  • Assist at campus information fairs and events answering general questions, and distributing information; determine when cases should be referred for possible exceptions to policies
  • Participate in functions for visiting students, parents, and/or guidance counselors and provide a more personalized approach to the University admissions activities in all areas
  • Prepare and present reports and analyses of enrollment trends and/or student aid and/or enrollment services statistics
  • Assist in the development, planning, and implementation of strategic plans

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3  

Level Details
Job Code Salary Band FLSA Status
SAGN0203 G Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

1+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Counsel and advise prospective students/families regarding enrollment through the student life-cycle.
  • Responsible for providing in-take services; respond to direct requests from individual applicants, parents, and counselors through phone, email, and assisting visitors to the office
  • Evaluate and analyze credentials on students’ applications to determine eligibility for financial assistance, admissions applications
  • May evaluate graduate level credits earned and courses completed to determine if eligible for graduation
  • Determine appropriate visa documentation based on established policies and criteria
  • Determine the type and amount of financial aid to be awarded in accordance with established federal, state and University standards and guidelines
  • Evaluate readmission applications and add advance standing credits required for graduation; evaluate records for retroactive drop/adds, withdrawals, cancellations and grade changes
  • Review, analyze, assess, and process information, records, and transcripts for determining academic credit and eligibility for degrees and/or specialized programs
  • Present at recruitment and/or student aid and/or enrollment services events for prospective and current students on behalf of the University and/or campus
  • Create and Implement outreach programs/presentations targeted to specific populations
  • Work and collaborate with other University unit/campuses to develop and deliver a consistent message to prospective and current students during the enrollment life cycle
  • Manage application follow-up by running reports, develop communication strategies to reach students with active applications, and maintain reports/spreadsheets for special populations

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4  

Level Details
Job Code Salary Band FLSA Status
SAGN0204 H Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience

3+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Evaluate, analyze, and make recommendations for exceptions to credentials on students’ applications to determine eligibility for financial assistance, admissions applications, or visa documents to determine acceptance
  • Oversee staff providing in-take services; respond to direct requests from individual applicants, parents, and counselors through phone, email, and assisting visitors to the office and contribute as needed
  • Review applications marked as potential exceptions and Approve final decisions regarding admissions and/or financial aid and/or enrollment services
  • Evaluate graduate level credits earned and courses completed to determine if eligible for graduation
  • Present at recruitment and/or student aid and/or enrollment services events for prospective and current students on behalf of the University and/or campus
  • Manage all communication with prospects, parents, high school counselors, and other University units regarding admissions and/or financial aid and/or enrollment services to specific programs
  • Manage admissions and/or financial aid and/or enrollment services communication projects/programs in conjunction with University Publications
  • Identify and implement strategic planning of recruitment activities and new initiatives for outreach both on campus and externally
  • Analyze internal, regional and national statistics and data for strategic planning
  • Oversee workforce planning by assigning areas of responsibility, monitor flow of activities including implementation of University policy on record management of student records, monitor systematic communication and outreach to prospective students via postal mail, email and telephone contacts
  • May develop and manage budget for unit or program
  • Collaborate with enrollment management team, conferencing services, IT department, and division staff to foster highest standards of quality, customer service, and educational value in all graduate and certificate courses and programs
  • May provide supervision to professional and support staff within the division
  • Coordinate, manage and recommend changes to programs and processes based on federal and state regulations and university policies
  • Develop strategic directions, goals, objectives, policies, procedures, and practices for the University

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 5  

Level Details
Job Code Salary Band FLSA Status
SAGN0205 I Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience

5+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Evaluate credentials for students' applications; approve decisions based on application credentials, counsel applicants, conduct interviews, may grant exceptions to make decisions for admissions and/or financial aid and/or enrollment services
  • Evaluate graduate level credits earned and courses completed to determine if eligible for graduation
  • Oversee staff providing in-take services: respond to direct requests from individual applicants, parents, and counselors through phone, email, and assisting visitors to the office and assist as needed
  • Resolve complex situations including interfacing with students, parents, advisers and other constituents regarding requirements for admission and/or financial aid and/or enrollment services decisions
  • Present at and oversee recruitment and/or student aid and/or enrollment services events for prospective and current students on behalf of the University and/or campus
  • Identify and implement strategic planning of recruitment activities and new initiatives for outreach for the University
  • Manage and supervise the program/project staff by providing the appropriate direction of the shared vision for the achievement of the strategic plan
  • Develop, implement, and communicate revisions to programs/projects for enhancements to the enrollment life cycle
  • Manage collection of necessary criteria required to statistically predict an application outcome
  • Review exceptions to policies and coordinate with staff regarding any situations requiring further discussion

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.