Assistant Director of Graduate Admissions

2 weeks ago

Santa Clara, California, United States Santa Clara University Full time
Position Title:
Assistant Director of Graduate Admissions - School of Education and Counseling Psychology

Position Type:
Regular

Hiring Range:

$29.37-$33.17

Pay Frequency:
Hourly
POSITION PURPOSE

The Assistant Director of Admissions will report to the Director of Admissions and Financial Aid. This key position is responsible for recruiting students for the degree programs within the School of Education and Counseling Psychology.

The Assistant Director works to identify prospects and recruit prospective applicants while managing the day-to-day admissions processing and communications to support applicants and admitted students while maintaining a high level of customer service. The Assistant Director also manages the scholarship
process for admitted and current students in the School of Education and Counseling Psychology.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Advise prospects and applicants in the admissions and application processes for all programs

• Participate in outreach and recruitment efforts as a representative of the School and the Admissions team.
  • Assist with Financial Aid and Scholarship projects for the School of Education and Counseling Psychology.
  • Oversee the Student and Alumni Ambassador Program
  • Deliver exceptional customer service when interacting with visitors, prospective or current students, faculty and staff.
SPECIFIC DUTIES AND RESPONSIBILITIES
Admissions and Recruitment
  • Oversee on campus recruitment: Work with academic departments and the Career Center on campus and guide the ongoing development of a comprehensive recruitment program among SCU undergraduates
  • Serve as the primary contact for prospective students and applicants creating a positive admissions experience guiding them through all stages of the application process culminating in enrollment.
  • Communicate with inquiries in a timely manner to educate them on the application process and manage inquiries to achieve prompt contact and performance activity weekly goals; utilize approved recruitment policies/formats; make prompt and effective contact with inquiries and redirect unqualified candidates based upon incompatible career goals.
  • Provide information about degree requirements, application process, scholarships and financial aid with specific attention to the unique needs of each student for all ECP degree programs.
  • Serve as the expert on financial aid and billing issues - work closely with the central financial aid team to ensure timely communication on important financial deadlines.
  • Maintain communication with Student Services and IT counterparts to ensure applicant files are transferred and admitted students are matriculated in a timely manner.
  • Assist the Director of Admissions in planning and execution of all recruitment events including information sessions, workshops, welcome events and orientation.
  • Represent the Admissions team and the School at recruitment events
  • Assist Director with ongoing recruitment campaigns
  • Work closely with the SCU Online team to ensure Online MATTC inquiries/leads are being processed
Student and Alumni Ambassador Program
  • Create and direct the Student and Alumni Ambassador program to assist with outreach and recruitment including host/guest opportunities, class visits and representation at events and social media engagement
    • Plan quarterly activities in conjunction with Director of Admissions to utilize the ambassador volunteers
    • Partner with the existing student groups to execute events and activities for prospective students
    • Design a model to create an ambassador pipeline (student through alumni and beyond)
  • Identify student leaders and create steering committee to lead the program
    • Conduct quarterly training for Steering committee leaders on appropriate representation of SECP and Anti racism/DEI initiatives
    • Supervise student leadership team
  • Work with the Director of External relations to determine appropriate activities for alumni ambassadors
    • Train alumni on School policies/program updates when necessary
  • Work with the marketing team to create a website for the visit program (Be Our Guest)
  • Design and utilize social media to promote and execute Ambassador events and activities to promote the School and its programs
  • Collaborate with on-campus departments, faculty and staff to promote the Ambassador events and activities to the undergraduate population
  • Within the Ambassador program, identify volunteers to serve as "social media warriors" to promote and amplify School visibility through social media platforms
  • Oversee efforts to engage social media contacts at our partner organizations
  • Evaluate effectiveness of program on a quarterly and annual basis to determine areas of improvement
  • Manage a budget of $5000 to create this program and provide volunteer appreciation.
Financial Aid
  • Working with the Director of Admissions and Financial Aid, communicate the overall process to prospective students and applicants.
  • Assist in the process by promoting scholarships to prospective and enrolled students and making initial recommendations to the Director of Admissions and Financial Aid and the Senior Assistant Dean of Enrollment for review.
  • Work with the Senior Director of Student Services and Academic Support to provide and maintain detailed records for scholarship awards for new students.
  • Working with the central Financial aid office, communicate the scholarship application process to prospective students through in person workshops, individual advising appointments and other communication channels.
  • Work closely with the Bursar's Office, the central Financial Aid Office and the One Stop Enrollment Services Center to ensure students understand their awards and their student accounts are accurate.
Other duties as assigned.

Receives Work Direction
  • Director of Admissions and Financial Aid and Senior Assistant Dean
Provides Work Direction
  • 1-2 Student Assistants
QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred. This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

EDUCATION AND EXPERIENCE
  • Bachelor's degree required or equivalent combination
  • Master's degree preferred
  • 3-5 years of work in a student services-related field required
  • Minimum of 5 years of professional experience in admissions in a higher education environment, preferably with graduate or adult programs.
  • Sales experience preferred
PHYSICAL DEMANDS
  • Considerable time is spent at a desk using a computer terminal.
  • May be required to travel to other buildings on the campus and between two campus locations (Santa Clara, East San Jose).
  • May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
WORK ENVIRONMENT
  • Typical office environment.
  • Mostly an indoor office environment with windows.
  • Offices with equipment noise.
  • Offices with frequent interruptions.
KNOWLEDGE
  • Demonstrated commitment to multiculturalism and social justice.
  • Demonstrated familiarity with computer platforms, software (Microsoft Word, Excel, and PowerPoint, PeopleSoft, CRM systems), and the internet.
  • Understanding and support of the Jesuit tradition of education and commitment to the fundamental values of service to others, community and diversity.
  • Understanding of customer service
SKILLS
  • Competency working with students of different cultural, ethnic, racial and socioeconomic backgrounds. Bilingual preferred.
  • Strong written and oral communication (email, phone and in-person) including experience in speaking to groups of various sizes and of varying cultures.
  • Organizational skills including time management, multitasking, and project completion.
  • Recruitment, marketing and event planning and management experience, a plus
  • Commitment to customer service, both internal and external to the department.
ABILITIES
  • Ability to counsel applicants with discretion and maintain appropriate levels of confidentiality and professionalism.
  • Must be able to handle difficult situations with a professional demeanor and communicate effectively to multiple audiences and diverse groups.
  • Able to meet deadlines, work autonomously and handle competing demands
  • Ability to think strategically while balancing attention to detail, anticipation of needs, and excellent organizational skills.
  • Some evening and weekend work will be required.
  • Some travel will be necessary, including off-site recruitment events.
  • Must hold a valid driver's license.
  • Must have reliable transportation.
COVID-19 Statement

The health and safety of the university community is a top priority. All Santa Clara University students, and employees are required to be vaccinated against COVID-19 or request a medical or religious exemption. Please visit our COVID-19 webpage for additional information.

EEO Statement

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