Admission Services Coordinator

ST. MARY'S UNIVERSITY; San Antonio (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

St. Mary's University Admissions Services Coordinator serves as the first contact for prospective students, parents, and visitors while managing day-to-day operations within Enrollment Management for Undergraduate, Graduate, and International Admissions.

The role acts as the on-campus Admission Counselor with focus on in-person services, tours, scheduling, and events, requiring strong MS Office/CRM skills and excellent communication. Evening/weekend flexibility is expected.

Qualifications

• Bachelor's degree required.
• 1–2 years of customer service experience required.
• Experience in higher education admissions or public relations preferred.
• Must have valid driver's license and flexible hours including evenings and weekends.
• Proficiency with MS Office and office productivity software; familiarity with Slate/Technolutions and Banner is preferred.

Responsibilities

• Serve as the primary point of contact for the office; greet visitors and respond to inquiries via phone, email, or in person.
• Assist in managing front desk operations and opening/closing of the Office of Admission.
• Maintain supplies and inventory for reception and admission collateral.
• Monitor general admission emails and ensure timely follow-up.
• Provide general administrative support (filing, mail routing, etc.).
• Support recruitment outreach via phone, text, and virtual methods as needed.

Skills

Customer service

Public relations

Communication skills

Spanish bilingual

Attention to detail

Teamwork

Time management

Education

Bachelor's degree

Tools

Slate CRM

Technolutions

Banner

Zoom

MS Office 365

Job description

This Admissions Services Coordinator serves as the first point of contact and welcomes prospective students, parents, and visitors while managing the day-to-day operations connected with Enrollment Management (Undergraduate, Graduate, and International Admissions). This position serves as the dedicated on-campus Admission Counselor with a focused attention to on-campus services and activities.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Serves as the primary point of contact for office, greets on-site visitors, and answer, screen, and direct phone calls; responds to inquiries via phone, email, and in-person
• In collaboration with leadership, assists in managing the front desk operation and reception area with the daily opening and closing of the Office of Admission
• Maintains office supplies and control inventory relevant to the front desk operation, reception area, and general admission collateral provided to all on-campus visitors and prospective students
• Monitors and responds to all incoming e-mails to the general Office of Admission email inbox and ensures timely follow-up
• Provides general administrative and clerical support including, but not limited to, filing, copying, sorting and routing mail.
• Assists all team events and activities with prospective student and college counseling partner outreach campaigns via phone, text, and virtually as needed for recruitment and/or event confirmation or follow-up.
• Assists in the creations and coordination of promotional materials, coordinates with various campus teams, and may manage event registrations
• Assists in retrieving and updating student information utilizing Excel, Banner, and Slate software.
• Assists in scheduling appointments, updating appointment calendars for Admission staff members and ensures knowledge of the Office of Admission's staff coverage schedule in and out of the department for both the Undergraduate and Graduate Admission teams.
• Assists in proper scheduling of campus tours (all daily individual and group tours both in-person and virtual) and additional campus visit components such as admission counselor, financial aid, and/or faculty sessions for prospective students.
• Assists in the supervision, training, and coordination of the Diamondback Tour Guide program and directly supervises the student assistants (college work study) program.
• Meets with prospective families and provides admission and enrollment counseling services to students and families regarding the college admission process for St. Mary's University.
• Evaluates admission applications, exercises judgement, and renders admission and scholarship decisions for undergraduate admission applications.
• Travels and recruits within high schools, community colleges, and community-based organizations as a representative of St. Mary's University.
• Delivers on campus admission and enrollment presentations for incoming group tours, executes enrollment follow up communication and conversations as appropriate after visits to campus or individual appointments with prospective student families.
• Performs other duties, as required.

QUALIFICATIONS

• Bachelor's degree from an accredited college/university required.
• 1 to 2 years of customer service support required;
• Previous admission, student services, higher education or public relations experience strongly preferred.
• Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
• Must be able to travel and work flexible hours including evenings and weekends.
• Must clear and maintain a favorable background investigation and clearance
• Must have the ability to demonstrate intermediate to advanced skills in MS Office and Office 365 (Word, Excel, Teams, Outlook and PowerPoint) including experience with virtual platforms such as Zoom; Experience in Technolutions, Slate CRM and Banner software is preferred.
• Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university.
• Must have a high ethical standard and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
• Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities
• Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
• Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals).

PHYSICAL DEMANDS

• Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
• Ability to present and engage in a stationary position with various constituencies, both in online and physical spaces, for up to three (3) continuous hours.
• While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 40 pounds.
• Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
• Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
• Constantly operates a computer and other office productivity machinery.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer.