Admissions Representative at Western Technical College

Description

Position Title: Admissions Representative 

Department: Admissions

Reports to: Director of Admissions/ Assistant Director of Admissions

Supervises: N/A

Classification: Hourly Status: Non-exempt Work Location: On Campus

IMPORTANT NOTES:  

WTC reserves the right to change or otherwise modify the functions of this job to meet the needs of the company.  Additional duties may also be assigned. The college provides equal opportunity in all its employment practices to all qualified employees and applicants without regard to race, color, religion, gender, national origin, age, disability, marital status, military or veteran status, or any other category protected by federal, state, and local laws. 

POSITION OVERVIEW: Under direct supervision, recruit qualified candidates for the college’s academic programs in a compliant, appropriate, and professional manner. Provide basic information, routine guidance, and assistance to potential h students on matters related to enrollment and the admissions process. Evaluate and resolve student inquiries, issues, and problems, and ensure appropriate action is taken to the satisfaction of the student, the Company, and/or regulatory agencies. Uphold enrollment standards by complying with related governmental regulations and standards of accreditation, and by enrolling only students who meet eligibility requirements as published in the college’s catalog. Demonstrate positive attitude and motivation, concern for students, teamwork, excellent time management skills, and the work ethic to follow through on a commitment to students and the organization.  Exercise judgment and discretion, and proactively analyze and evaluate existing processes. Work independently within accepted guidelines and consult with managers on major issues. 

ESSENTIAL FUNCTIONS:

Job Responsibilities (with percent of time allocated to each activity group): 

The expectation is that the majority of an Admissions Representative’s time will be spent directly interacting with prospects/students either in person or on the phone. All activities will be monitored to ensure consistency with company standards. 

Prospect/Student Interaction (50%) 

1. Take inquiry calls from all potential students interested in knowing or receiving information about the programs-including entrance requirements, curricula, and academic standards, and encourage qualified prospects to schedule an appointment for an interview. 
2. Return web inquiries and calls within 48 hours promptly to all potential students and give accurate information about the programs, including entrance requirements, curricula, and academic standards. 
3. Make outbound phone calls to potential students/ and or regular students that have expressed interest in attending the institution. Outbound calling efforts are a key component of this role.
4. Participation in organized phone-a-thons according to company best practices is required and is an essential part of day-to-day activity. 
5. Initiate unsolicited leads and generate new business when not responding to outstanding inquiries or working with current prospects/students. 
6. Follow up on all inquiries that fail to schedule or show up for an interview within 24 hours. 
7. Follow up with interviews promptly with those who did not progress in the enrollment process and dropped/canceled students to resolve any issues or address concerns. 
8. Follow up with all enrolled students who are getting ready to start class to ensure that they are ready and still interested in starting his/her program. Utilize the SOP that is in place for proper follow-up. 

Interviews/Mentoring and Guidance (40%)

1. Schedule and conduct student interviews, wherein any reference to Financial Aid complies with the stated Company Policy. 
2. Utilize only approved company materials during telephone calls, the interview process, and enrollment, and conduct interviews according to the stated policies and processes at all times. 
3. Provide basic information and routine advice, guidance, and assistance to students using established procedures and policies on available programs and eligibility requirements, including the application of policies, procedures, and documentation regarding the admissions process. 
4. Meet with the potential students to explain the program offering and match the college’s benefits and advantages to the students’ needs. Discuss and advise suitable programs per the student’s desires, qualifications, and objectives. Mentor and advise students to help them identify their unique skills and interests.
5. Make all efforts to ensure that admissions management meets with the potential student and is well-informed about the student’s motivations and concerns about attending the college. Serve as a liaison between student and campus, make all necessary enrollment forms available, and assist in completion as needed (including reviewing applications and related documentation for compliance, partnering with Finance to ensure a high level of customer service during the transition, and following up to ensure that financial aid packaging is complete).
6. Address any inquiries, questions, concerns, or issues, and ensure appropriate action is taken to the satisfaction of the student, Company, and/or regulatory agencies in compliance with policy, procedures, and legal requirements. 
7. Attentively follow up with students by phone, letter, text, email, and/or monitoring student’s progress through the following: (1) once they have enrolled (2) once they have started class (3) through the completion of their 1st course in efforts to support the institution completion rate plan (retention) set forth by WTC.  
8. Follow up with all enrolled students who are getting ready to start class to ensure that they are ready and still interested in starting his/her program. Utilize the SOP that is in place for proper follow-up.

Administrative (10%) 

1. Accurately account for all inquiries and the admissions activity associated with all inquiries.
2. Accurately and consistently document all conversations, follow-ups, and activities that take place with a prospective student in the lead management system (“Velocify”).
3. Ensure that all pre-start paperwork is completed accurately and on time. 
4. Keep all required reports current and accurate, including information stored in the system. 
5. Attend and complete all training for this position, as required at any time by the Company. 
6. Perform other duties as assigned by local leaders. 
7. Attend meetings as directed by the Supervisor.

ADDITIONAL RESPONSIBILITIES

1. 1. Log In and log out through “Fonality” utilizing the appropriate activity codes throughout working hours.
2. Be available to work WTC outside events during the week or weekends.

Requirements

EDUCATION, EXPERIENCE & OTHER REQUIREMENTS:

1. Bachelor’s degree in business or a related field preferred or equivalent experience.
2. Minimum of 1-2 years of admissions recruitment or non-durable goods sales experience.
3. Bilingual (a plus).
4. Travel between campuses as needed.
5. Must have a valid driver’s license and minimum legal insurance coverage on a personal vehicle.
6. To telework, the employee is responsible for ensuring to have the needed equipment and technology to perform the essential job functions (i.e., cell phone, internet).
7. Must have a personal cell phone to be used with the MFA. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

1. Ability to read, listen, write, speak, and understand English fluently.

2. Excellent verbal and written communication skills, plus analytical and problem-solving skills.

3. Establish and maintain effective working relationships with students, faculty, staff, and the public.

4. Must be customer service oriented.

5. Ability to evaluate objectively, fairly, and consistently.

6. Proficient computer skills (Microsoft Office).

7. Presentation and group facilitation skills. 

8. Ability to organize and prioritize duties.

9. Ability and willingness to comply with school policies and procedures, and state and federal laws and regulations.

WORK ENVIRONMENT:

While performing the responsibilities of the job, these work environment characteristics are representative of the environment the job holder will encounter. While performing the duties of this job, the employee may occasionally be exposed to moving mechanical parts and vehicles. The noise level in the work environment may usually be quiet to moderate. 

PHYSICAL DEMANDS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed hereafter are representative of the knowledge, skills, and or abilities required to do this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. 

The above Job Description is not intended to be an all-encompassing list of responsibilities, skills, efforts, or working conditions associated with this position. It is intended to be a guideline reflecting the principal activities.