Assistant Director of Enrollment Operations & Student Conversion

Paycom - ATS; Montpelier (VT); On-site; USD 51,000 - 58,000; Full time

Job summary

VCFA in Montpelier, VT is seeking an Assistant Director of Enrollment Operations & Student Conversion to oversee enrollment workflows, CRM systems, conversion processes, and student progression infrastructure across graduate, online, and hybrid offerings.

This role manages the operational components of the enrollment funnel and collaborates across departments to support efficient enrollment, responsive communication, and data-informed conversion strategies.

Qualifications

• Bachelor's degree or comparable professional experience.
• Strong experience with digital recruitment, CRM systems, or enrollment operations tools.
• Strong organizational, analytical, and project management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple projects and deadlines simultaneously.
• Experience working in higher education, operations, or student services preferred.

Responsibilities

• Oversee enrollment operations and applicant workflow systems.
• Coordinate application processing and enrollment communications.
• Monitor application completion and student progression through the funnel.
• Coordinate operational support for virtual and in-person enrollment initiatives.
• Liaise with Financial Aid, Student Affairs, and Academic Affairs on onboarding and enrollment processes.
• Use CRM data and dashboards to monitor enrollment operations and conversions.

Skills

Enrollment operations

CRM data analysis

Project management

Communication skills

Education

Bachelor's degree or comparable professional experience

Tools

CRM systems

Enrollment tools

Job description

Job Details: Job Location: MONTPELIER, VT 05602, Salary Range: $51,000.00 - $58,000.00 Salary/year, Position Summary

The Assistant Director of Enrollment Operations & Student Conversion oversees enrollment operations, applicant workflows, CRM systems, conversion processes, and student progression infrastructure supporting VCFA's graduate, online, hybrid, and other potential non-degree online offerings.

This position manages the operational and systems-based components of the enrollment funnel and works collaboratively across departments to support efficient enrollment operations, responsive communication practices, and data-informed conversion strategies.

The Assistant Director plays a central role in supporting prospective students from inquiry through enrollment while ensuring operational consistency, workflow efficiency, and effective enrollment system management.

Success in this role can be defined through operational and funnel efficiency, enrollment data integrity and tracking systems. The Assistant Director will work in close partnership with the CEMO’s direction to further develop metrics related to conversion rates, process optimization, student interaction, and expanded enrollment reach.

Location

Remote with required in-person attendance at VCFA's two nine-day residencies on the CalArts campus annually, and other strategic events as assigned

Primary Responsibilities

Enrollment Operations & Workflow Management

• Manage enrollment operations and applicant workflow systems.
• Oversee application processing and enrollment communications.
• Monitor application completion and student progression through the enrollment funnel.
• Coordinate operational support for virtual and in-person enrollment initiatives.
• Coordinate application movement through faculty and program chair review, and support timely communication of admission decisions back to prospective students, to include faculty reviewer training, portfolio rubric management, and interview scheduling.
• Serve as the primary liaison to VCFA's Financial Aid Office (Student Financial Services Coordinator), coordinating with Student Affairs, Academic Affairs, and Operations on onboarding and enrollment processes.

CRM Utilization & Reporting

• Use CRM data, workflows, and reporting tools to monitor and support enrollment operations and applicant conversion.
• Leverage enrollment dashboards and reporting tools to track and act on conversion trends.
• Flag CRM data integrity issues affecting applicant records to the appropriate designee for resolution.
• Partner with the Associate Director of Enrollment Systems on system configuration and integration needs that affect day-to-day enrollment operations.

Conversion Strategy & Student Progression

• Monitor inquiry-to-application and application-to-enrollment conversion metrics.
• Identify and address enrollment funnel delays and process inefficiencies.
• Own all Applicant-to-Matriculated messaging, including day-to-day content cadence for individual-applicant communications (e.g., CRM-triggered drip campaigns, application-status messaging); coordinate with the Digital Recruitment & Community Engagement AD on shared content standards and voice.
• Foster a strong partnership with the Associate Director of Digital Recruitment and Community Engagement through the matriculation process for prospective students.
• Monitor post-admit yield and melt trends, including losses to peer institutions, and support strategies to improve deposit-to-enrollment retention.
• Plan and execute pre-residency admitted-student experiences to reduce melt once accepted.
• Coordinate with the Registrar's Office on international student compliance requirements (e.g., F-1/SEVIS reporting) as part of the enrollment and onboarding process.

Team Training & Standard Operating Procedures

• Partner with the CEMO to develop and maintain training materials and standard operating procedures for the admissions and enrollment team, supporting a unified, well-trained, and coherent operation.
• Support onboarding of new admissions and enrollment staff on workflows and process expectations, in coordination with the Associate Director of Enrollment Systems on CRM-specific training.

Reporting & Operational Analytics

• Support enrollment reporting, forecasting, and analytics initiatives.
• Monitor recruitment and conversion performance metrics.
• Support data-informed process improvements and operational planning initiatives.

Qualifications

• Bachelor's degree or comparable professional experience.
• Strong experience with digital recruitment, CRM systems, or enrollment operations tools.
• Strong organizational, analytical, and project management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple projects and deadlines simultaneously.
• Experience working in higher education, operations, or student services preferred.