Overview
POSITION SUMMARY:
The Admission Coordinator will assist the Assistant Vice President (AVP) of Admission. This position manages Admission data in Salesforce, including the database and the student portal, and provides administrative, organizational, and project management support to the AVP and Admission Counselors. The role also includes coordination of office operations, supervision of student workers, and scheduling of campus visits for prospective students and applicants.
RATIONALE
The Admission Coordinator plays an invaluable role in the CTSFW Admission Department, ensuring a smooth process for prospective students from their first inquiry to their enrollment at the seminary. The Admission Coordinator is often the first point of contact for students and is a reliable source of information for faculty and staff on campus as well as for team members, who are frequently on the road. The Admission Coordinator focuses on data, details, and efficient operations, which allows the Assistant Vice President and Admission Counselors to focus their attention on prospective students and their discernment process.
THE IDEAL CANDIDATE
The ideal Admission Coordinator is hospitable, tech-savvy, and thrives on making processes simple, efficient, and user-friendly. The Coordinator is fully supportive of the seminary’s mission and eager to work with prospective students and their families throughout the admission cycle. A stickler for details, the Coordinator excels at accurate record keeping, clean data management, and multi-tasking. Prospective students, applicants, and faculty and staff on campus know that if they have a question, the Admission Coordinator will know the answer or know how to find it quickly.
DUTIES AND RESPONSIBILITIES:
Data management
Manage all admission-related data in Salesforce.
Create and complete department reports (both internal and external) and mailing lists.
Work with other departments on campus (e.g., Registrar, Financial Aid, Student Services, etc.) to ensure correct information for prospects/applicants.
Admission process support
Monitor and reply to inquiries through department email aliases.
Enter and follow up on new admission leads.
Assign Admission Counselors to new prospective students/applicants.
Coordinate the visit schedule for prospective applicants, including individualized campus visit planning.
Compile and process all applications for residential and distance pastoral and deaconess programs.
Prepare applications and additional documentation for Admission Committee meetings.
Assist with and/or schedule Admission Committee meetings and communicate with committee members.
Act as secretary for the Admission Committee.
Coordination with Communications and Information Technology (IT)
Maintain the Admission online portal, working with Communications and IT.
Review the Admission sections of the CTSFW website regularly and request updates asneeded, working with Communications and IT.
Act as a liaison between the Admission department, applicants, and IT.
Review and update print, digital, and website promotional information regularly.
Obtain samples of promotional items from vendors and gather input from others in the Admission Department, then order selected items through the Communications Department.
Prepare promotional items for on-campus visitation events and individual visits.
Prepare promotional items for off-campus visits and events by Admission Counselors.
Office management
Manage and prioritize daily office operations, especially during periods when the AVP is traveling.
Assist with answering incoming phone calls, transferring them, and answering application-related questions as needed.
Schedule and supervise student workers in the Admission office.
Provide general project management and office coordination support to ensure smooth workflow and communication.
Requirements
QUALIFICATIONS:
College degree or equivalent experience
Administrative assistant training or experience.
Professional manner and appearance.
Ability to maintain confidentiality.
Adaptability to change.
SKILLS:
Computer skills, especially database management skills
CRM experience preferably in Salesforce
Microsoft Word and Excel Proficiency
Ability to enter and maintain accurate data
Proofreading and editing skills
Telephone etiquette skills
Ability to prioritize work
Public relations skills
Organizational Abilities
Ability to work with minimal supervision
PHYSICAL REQUIREMENTS:
Ability to sit or stand at a computer for up to eight hours a day
Freely move about the campus to attend meetings & events.
Ability to lift up to 25 lbs.
CTSFW MISSION & VISION STATEMENTS:
Concordia Theological Seminary, Fort Wayne (CTSFW), is an institution of The Lutheran Church—Missouri Synod committed to the Holy Scriptures, the Lutheran Confessions, and the liturgical life of the Church, forming servants in Jesus Christ who teach the faithful, reach the lost, and care for all.
