Admissions Advisor

Gemological Institute of America; Carlsbad (NM); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401(k) matching

Paid vacation, sick and holidays

Tuition assistance

Commuter benefits

On-site cafe

Job summary

Gemological Institute of America is seeking an Admissions Advisor at our Carlsbad headquarters to guide prospective students through the admissions journey, provide program information and financial aid resources, and maintain compliant records. You will support enrollment objectives via multi-channel outreach, personal relationships, and timely follow-up.

The role requires strong communication skills, CRM/SIS proficiency, and the ability to travel for recruitment events and campus visits.

Qualifications

• High school diploma or equivalent.
• 3+ years in admissions, recruitment, customer service, advising, or related field.
• Experience managing frequent interactions with prospective students and maintaining records.

Responsibilities

• Engage prospective students via phone, email, text, and in-person to advise on programs and pathways.
• Guide applicants through the application and enrollment process, tracking deadlines and documents.
• Maintain accurate records in CRM and SIS, generating reports for follow-up and enrollment goals.
• Represent the institution at recruitment events and campus tours, conveying program information clearly.

Skills

Relationship-building

Verbal communication

Written communication

CRM proficiency

Time management

Education

Bachelor's or Associate degree in Education, Business, Communications

High school diploma or equivalent

Tools

CRM systems

Student information systems

Microsoft Office

Job description

The Company

GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,400 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment.

The Location

This position is located in Carlsbad, California at our corporate headquarters.

What to Expect

We offer competitive medical, dental, vision and matching 401-K plans. Paid vacation, sick and holidays, tuition assistance, commuter benefits.

The Environment

On-site cafe – affordable custom breakfast and lunch meals and Starbucks drinks! Economic friendly services – electric vehicle charging stations on-site. Ergonomic assessments offered on-site and virtually.

About the Role

The Admissions Advisor serves as a trusted guide for prospective students throughout the admissions and enrollment journey. This role provides information on academic programs, admissions requirements, financial aid resources, and career pathways while helping students identify educational opportunities aligned with their personal and professional goals. As a primary point of contact, the Admissions Advisor builds meaningful relationships with prospective students through phone, email, text, virtual meetings, and in-person interactions. The successful candidate will support enrollment objectives by delivering exceptional service, maintaining accurate records, and ensuring compliance with institutional policies and procedures.

Key Responsibilities

• Prospective Student Engagement & Advising (40%) Proactively engage prospective students through phone, email, text, virtual meetings, and in-person interactions. Assess student goals and interests to recommend appropriate academic programs and educational pathways. Provide accurate information regarding admissions requirements, program offerings, student resources, and career opportunities. Build trust and rapport with prospective students through consistent outreach and personalized support. Respond promptly to inquiries and address routine concerns throughout the admissions process.
• Admissions & Enrollment Facilitation (25%) Guide prospective students through the application and enrollment process, including deadlines, documentation requirements, and next steps. Review admissions materials for completeness and accuracy and resolve routine documentation gaps. Monitor applicant progress and facilitate movement from inquiry to application, acceptance, and enrollment. Coordinate communications and follow-up activities to ensure a positive admissions experience.
• Pipeline, Records & Follow-Up Management (15%) Manage an assigned prospect pipeline and prioritize outreach activities to support enrollment goals. Maintain accurate records of student interactions, application status, and outcomes within CRM and student information systems. Utilize reports and activity data to identify stalled applicants and implement timely follow-up strategies. Ensure all student records are updated, complete, and compliant with institutional standards.
• Recruitment Events & Community Outreach (10%) Represent the institution at campus tours, open houses, information sessions, high school visits, career fairs, trade shows, and community events. Support planning and execution of recruitment and enrollment-related activities. Provide accurate information regarding academic programs, facilities, student services, and campus resources. Document and follow up on leads generated through recruitment events.
• Compliance & Cross-Functional Collaboration (10%) Maintain knowledge of admissions policies, accreditation requirements, and applicable state and federal regulations. Collaborate with Financial Aid, Student Services, Academic Departments, and other stakeholders to support student success. Protect confidential student information and adhere to all institutional privacy standards. Escalate complex inquiries, complaints, or policy-related issues through established channels.

Required Competencies

• Strong relationship-building and student-centered communication skills.
• Excellent verbal, written, virtual, and presentation communication abilities.
• Ability to explain admissions requirements, processes, and educational pathways clearly and accurately.
• Strong problem-solving skills with the ability to identify issues and elevate appropriately.
• Effective organization and time-management skills in a fast-paced environment.
• Ability to manage a high-volume pipeline while maintaining accuracy and follow-through.
• Collaborative approach with the ability to work effectively across multiple departments.
• High level of accountability, professionalism, and attention to detail.
• Proficiency with Microsoft Office applications and technology platforms.
• Ability to quickly learn and effectively utilize CRM, student information, and virtual meeting systems.
• Adaptability in responding to changing priorities, schedules, and student needs.
• Commitment to maintaining confidentiality and protecting sensitive information.

Minimum Qualifications Required

• High school diploma or equivalent.
• Minimum of three (3) years of experience in admissions, recruitment, customer service, consultative sales, advising, or a related field.
• Demonstrated experience managing frequent customer or prospective student interactions while maintaining accurate records and timely follow-up.
• Proficiency in Microsoft Office Suite and the ability to learn new technology systems.

Preferred Experience

• Working in higher education, vocational education, or student enrollment environments.
• Experience using CRM and student information systems.
• Associate's or Bachelor's degree in Education, Business, Communications, or a related discipline.

Additional Requirements

• Ability to work occasional evenings and weekends to support recruitment and enrollment activities.
• Ability to travel locally for school visits, community outreach, and recruitment events.
• Ability to maintain confidentiality of student information and adhere to institutional policies and procedures.
• Successful completion of required background screening, if applicable.

Work Environment & Physical Demands

Primarily office and campus-based work environment. Frequent use of computers, telephones, and standard office equipment. Regular interaction with prospective students, families, employees, and community partners. Occasional local travel to recruitment and outreach events. Ability to sit for extended periods while working on computers and conducting virtual meetings. Ability to stand and walk during campus tours, open houses, information sessions, and recruitment events. Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform essential job functions.

Pay Range

$65,000-$85,000 annually

An Equal Opportunity Employer

All employment decisions are made without regard to unlawful considerations of race, sex, religion, national origin, age, disability, or any other legally protected status.

Reasonable accommodations are available upon request.

Reasonable accommodations are available upon request.

Disclaimer

This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.

Working at GIA

With a reach that spans the globe — GIA is a nonprofit institute dedicated to ensuring the public trust in gems and jewelry through cutting edge gemological research and rigorous education programs. We have shaped the gem industry, protected millions of consumers and taught generations of jewelers and gemologists all over the world since 1931.

Comprising over 3,000 employees in 13 countries, GIA is a place of diversity, innovation, creativity and engagement. Whether you are passionate about science, history, design, education, IT or a corporate career, GIA has a place for you. Join one of the world’s most colorful and brilliant industries with an organization that serves the public good by bringing knowledge and objectivity to gems and jewelry.

What GIA Does

• Research that deepens the world’s understanding of gems and jewelry manufacturing and shares these findings with academia, the industry, and the gem-buying public.
• Education that builds careers and enhances the knowledge and integrity of the gem and jewelry industry.
• Standard setting that protects those who buy gems by ensuring the qualities of gems and jewelry are objectively and consistently described.
• Laboratory services that provide an unbiased and scientific assessment of gem quality.

Employee Benefits

GIA offers competitive salaries and exceptional benefits as well as training opportunities to employees all over the globe.

Crime Statistics (For U.S. Only)

In accordance with the Jeanne Clery Act, GIA's current annual crime statistics are available at: Clery Report: Annual Disclosure of Campus Security Policies and Crime Statistics