Admissions Operations Coordinator - Ottawa University : Job Details

Job DetailsJob Location Ottawa University - Ottawa, Kansas - Ottawa, KS Position Type Full Time Travel Percentage Yes - Driving MVR Required Job Category Sales DescriptionOUR UNIVERSITY Ottawa University (established in 1865), one of the oldest private liberal arts universities in the United States, is a multi-campus system serving approximately 4000 students through its campuses in Kansas (Ottawa, Kansas- Residential Campus and Overland Park, Kansas- Adult Programs); Arizona (Surprise Residential Campus and OUAZ Adult Programs); Wisconsin (Brookfield Adult Programs); and our OU ONLINE PROGRAM based out of Overland Park, Kansas. Ottawa University is a regionally accredited, church-related, private university that strives to integrate faith, learning, and life in the academic experiences of students. JOB SUMMARY Responsible for the coordination of student information system and CRM for the admissions department; plans and implements social media campaigns; provides leadership and supports to events and projects toward the successful admission of new students to the Ottawa Residential Campus. Plans and executes Recruiting Events designed to attract and engage potential new students and their families. Weekend and evening work required. ESSENTIAL FUNCTIONS OF THE JOB (provide list of items which are essential to effective outcomes in this role):

• Responsible for high school visit program at all high schools in the territory in order to establish rapport with high school staff, and to meet set production goals. Conducts educational and motivational presentation to high school and college transfer students for the purpose of influencing their decisions to pursue higher education options with Ottawa University.
• Obtains leads through school visits and weekly classroom lectures and presentations.
• Responsible for establishing home interview and/or campus visit appointments and conducting in-home or phone interviews to facilitate the enrollment process with student/parents.
• Responsible for duties related to College Fairs, College Nights and other related programming including setup and tear down of booth for events, meet and discuss program offerings with prospective high school students visiting college fairs, and foster interest in appointment/interview which leads to campus visits. College Fair and College Night participation is determined annually by the Director of Admissions and Student Accounts.
• Manage content of the student information system and CRM assuring consistency, timeliness, accuracy, and integrity of data and information from the initial student point of entry through to matriculation. Provides support to callbacks to prospective students resulting from phone inquiries, high school visits, college fairs, or other sources in a timely and professional manner. Work with prospective students to better understand information required for admission.
• Manages inquiry, intake, and new enrollment information providing necessary enrollment data information. Responsible for assuring field enrollment leads are entered in a timely and accurate manner. Information entry will regularly include, but is not be limited to, batch entry and maintenance.
• Assure all prospective students are greeted and supported by department staff offering a strong, customer-oriented service to each who calls or walks in the office. Provide support to other department members by supporting campus visits/tours for prospective student campus visits when ambassadors or advisors are not available. Conducts outbound phone calls and other communication to students regarding outstanding enrollment documentation.
• Work in cooperation with Director and Assistant Director to plan, organize, and facilitate recruitment events, with emphasis to campus visits by prospective students and their families.
• Plan and implement all social media campaigns initiated from the admissions department; including but not limited to visit days, events, etc.
• Provides regular and timely report generation as well as report analysis as established by systems and process of the department and the College.
• Provide support and coordination to the unit's annual strategic plans, goals, and enrollment initiatives, working with the Director and Admissions Recruiters, toward the goal of increasing institutional recognition as well as the prospective student pool.
• Provides ongoing support and training to Student Ambassadors, Outreach Ambassadors, and Senior Ambassadors; assigning work, evaluating performance, and provides coaching toward improved performance results. Works closely with Admissions Recruiters and Director to determine needs to which student workers can make an impact on recruiting.
• Maintain a thorough understanding of Campus offerings as well as admission criteria necessary to recruit and admit students. Understands and exercises the established process related to each prospective student's entry into Ottawa University as determined necessary by the Director. Must understand programs and systems to be able to effectively assist students toward a program that will successfully meet degree requirements.
• Respect the needs and privacy of your manager and the employees and/or students who may be involved.
• Other duties as assigned

STANDARD UNIVERSITY EXPECTATIONS:

• Model and encourage collaboration among University departments assuring effective communication and operations.
• Understand the University's policies and, procedures, and exercise good judgment accordingly. Assure that University and student information is managed in a confidential and ethical manner in accordance with the University's Code of Conduct and Ethics.
• Provide leadership through conduct, attitude, and professionalism. Represent the University to students, external groups, faculty, and staff in a way that reflects positively on the University.
• Be mindful and supportive of the overall Mission of Ottawa University.
• Exercise Inclusivity in your daily actions accruing alignment within expectations of the University's Mission Statement and Statement of Inclusion, Openness, and Community.

NOTE This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at will relationship. Ottawa University is committed to equal employment opportunity and does not unlawfully discriminate in recruitment or employment on the basis of race, age, sex, color, religion, disability, national origin, sexual orientation, genetic information, or any other characteristic protected by law. QualificationsREQUIRED EDUCATION: (education based on essential job duties and requirements consistent with business necessity): College degree. REQUIRED EXPERIENCE: (experience based on requirements in role and are consistent with business necessity) Three to five years administrative office experience/coordination required. One-year admissions/financial aid/business office experience preferred. ADDITIONAL ELIGIBILITY REQUIREMENTS: List required and/or preferred certification, industry specific requirements, required or preferred use of equipment, and all necessary job skills, abilities, and knowledge competencies) Provide a list of items below:

• Excellent customer service skills; strong customer relations experience
• Strong verbal and written communication skills
• Excellent organization and time management skills
• Strong multi-tasking skills and attention to detail
• Competency with Microsoft Office software and ability to learn new computer applications

WORKING CONDITIONS (Physical attributes required to perform job duties with or without reasonable accommodation - examples: sitting, lifting #, bending, driving, environmental factors or elements, noise level, stairs in a building, or other factors that will affect working conditions). Provide a list of items below:

• Occasional prolonged hours.
• Evening and weekend hours required.

TRAVEL REQUIREMENTS: Yes - Travel Required

• If YES, list type and approximate percentage: As needed for role. Travel requirements for the position are determined and communicated annually by the Director of Admissions and Student Accounts.
• Responsible for driving students and University vehicles as part of job duties (YES/NO): No