Assistant Director of Admissions - Military Veterans

Assistant Director of Admissions

Job Posting Title:
Assistant Director of Admissions

Job Description:

Position Overview:

Reporting to the Director of Admissions, the Assistant Director supports the Director of Admissions in the strategic development and implementation of initiatives and day-to-day activities. The Assistant Director of Admissions is responsible for supporting Admissions Counselors on the evaluation of admission applications, responding to written, telephone, and e-mail inquiries, and handling prospective students' concerns. This individual will also lead campus event planning and scheduling/facilitating admissions committee meetings. As necessary, this individual represents all KGI programs at recruitment, marketing, and networking events while clearly articulating the institute's mission and values.

The Assistant Director of Admissions is expected to achieve qualitative and quantitative enrollment goals by enhancing applicant engagement, improving conversion rates, and ensuring effective yield activities to reduce enrollment melt. They also provide guidance and assistance to prospective students and applicants to ensure a positive admissions experience.

This Assistant Director of Admissions is knowledgeable about all aspects of the admissions process and can discuss topics such as program requirements, policies, and other admissions questions. This individual will take the lead in training and mentoring new admissions staff members and assist in overseeing Graduate Assistants.

In addition, this individual is responsible for creating reports, dashboards, and Standard Operating Procedures for processing applications for all programs. This position plays a vital role in assisting Admissions leadership in driving key change initiatives and increasing the effectiveness and efficiency of the department's operations.

Keck Graduate Institute (KGI) was founded in 1997 as the first higher education institution in the United States dedicated exclusively to education and research related to the applied life sciences. KGI offers innovative postgraduate degrees and certificates that integrate life and health sciences, business, pharmacy, engineering, and genetics, focusing on industry projects, hands-on industry experiences, and team collaborations. KGI employs an entrepreneurial approach and industry connections that allow students to become leaders in healthcare and the applied life sciences.

Located in beautiful Claremont, California, KGI is a member of the Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and The Claremont Colleges Services, which provides shared institutional support services. Each nationally recognized college has its own campus, students and faculty, and distinctive mission, and each offers top-notch curricula, small classes, distinguished professors, and personalized instruction. The Claremont Colleges consistently place at the top of national college rankings, including Forbes, Money and U.S. News and World Report, and the Princeton Review.

Education and Experience:

Bachelor's degree and a minimum of 3-5 years of job-related experience, preferably in higher education recruitment and/or admissions. Experience working in a graduate school environment and systems Salesforce and Hubspot is preferred.

Essential Functions and Responsibilities : Individuals must possess knowledge, skills and abilities to successfully perform the essential function of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

Management (30%)

• Support the Director of Admissions in onboarding new staff, managing workloads, and monitoring key performance metrics.
• Train and mentor new admissions team members, assist in organizing meetings and team activities, and review office operations to enhance departmental efficiency.
• Support the planning, coordination, and execution of admissions team tasks and activities, providing feedback on performance and addressing basic operational concerns as needed.
• Provide oversight and guidance to Graduate Assistants and other admissions staff as needed.
• Assist in the development and implementation of student engagement strategies to achieve enrollment goals.
• Assist the Director of Admissions with reporting and configure data and dashboards utilizing Admissions CRM systems.
• Maintain accurate and up-to-date application files, ensuring all documents are properly recorded and organized in the admissions CRM system.
• Conduct regular audits of application data to identify discrepancies and ensure data integrity.
• Develop and implement procedures to streamline the organization and management of admissions-related documents.
• Provide training and support to admissions staff on best practices for maintaining data accuracy and file organization.

Admissions Advising and Processing (30%)

• Assist the Director of Admissions with managing programs as needed.
• Advise prospective students and applicants on admissions requirements and process all admissions documents.
• Coordinate admissions activities with faculty and team members, including scheduling interviews and assisting students to ensure timely and efficient completion of the admissions process.
• Conduct personal interviews to assess prospective students, provide detailed explanations of academic programs, and ensure all admissions requirements are promptly fulfilled.
• Maintain consistent communication and engagement with all applicants and inquiries via phone calls, emails, text messages, and in-person meetings.
• Generate reports, maintain dashboards, perform data entry, and participate in committees and special projects as needed.

Admissions Recruitment (30%)

• Present the value of KGI programs to prospective students and applicants, and conduct advisory sessions to tailor presentations to their needs.
• Achieve enrollment goals for assigned programs through effective engagement and personalized student experiences.
• Conduct recruitment presentations, attend Graduate/Career Fairs, and communicate with prospective students from recruitment events.
• Support recruitment efforts through phone calls, text messages, emails, and planning/executing information sessions with the Admissions Outreach team.

Other (10%)

• Lead and organize all admissions recruitment and yield communications and activities, including planning, overseeing, and executing on-campus and virtual events, leading planning committees, and analyzing survey feedback with the Director of Admissions.
• Lead planning and organization of all Admissions responsibilities for Summer Programs, including communicating and coordinating with other departments to ensure program success.
• Serve as Designated School Official (DSO) in support of the Principal Designated School Official (PDSO).
• Lead special projects and perform other duties as assigned by the Director of Admissions and KGI leadership.
• Complete special projects and perform other duties as assigned by the Director of Admissions and KGI leadership.
• Other duties as assigned.

Required Knowledge, Skills and Abilities: Individuals must possess knowledge, skills and abilities to successfully perform the essential function of the position, or be able to explain or demonstrate how the essential functions may be performed, with or without, reasonable accommodations, using some other combination of skills and abilities.

• Technical Proficiency: Advanced proficiency in Microsoft Office applications, particularly Excel, Word, Publisher, PowerPoint, and Outlook, to effectively manage data, create presentations, and support recruitment efforts.
• CRM & Data Management: Strong experience with Customer Relationship Management (CRM) systems, including Salesforce and Hubspot, to track and engage prospective students, analyze recruitment trends, and support data-driven decision-making.
• Adaptability & Leadership: Ability to take initiative, lead projects, and adapt to shifting priorities within a fast-paced admissions environment.
• Data Analysis & Strategic Planning: Ability to collect, analyze, and interpret enrollment data to inform recruitment strategies, improve processes, and meet institutional enrollment goals.
• Communication & Public Speaking: Excellent written and verbal communication skills, with the ability to deliver compelling presentations to diverse audiences, including prospective students, parents, counselors, and campus partners.
• Relationship-Building & Customer Service: Proven ability to build rapport with prospective students, families, and key stakeholders in a recruitment or admissions setting, ensuring a high level of engagement and customer service. Demonstrated ability to engage effectively with students, faculty, and staff from diverse backgrounds, fostering an inclusive and welcoming environment.
• Problem-Solving & Critical Thinking: Strong ability to identify challenges, think critically, and develop strategic solutions to enhance recruitment efforts and student engagement.
• Team Collaboration & Independence: Ability to work effectively both independently and as part of a dynamic admissions team, contributing to department goals while also managing individual responsibilities.
• Organizational & Project Management Skills: Exceptional attention to detail, strong time management, and the ability to manage multiple tasks and deadlines in a high-volume environment.
• Compliance & Ethical Standards: Deep understanding of and commitment to upholding the Family Educational Rights and Privacy Act (FERPA) and other relevant regulations in all admissions operations.
• Event Planning & Recruitment Outreach: Experience coordinating and executing recruitment events, both on- and off-campus, with the ability to travel by automobile and airplane for regional and local recruitment initiatives.
• Flexibility & Availability: Willingness and ability to work evenings and weekends as necessary to support admissions events, recruitment travel, and institutional initiatives.

Hours, Classification, and Status:

This is a regular, full-time, benefits-eligible, exempt position.

The regular hours of this position are Monday-Friday, 8:00 am-5:00 pm. Hours may vary due to the needs of the College or department.

Salary range: $74,000 - $76,000 annualized. The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty, and training.

Special Requirements

Keck Graduate Institute has implemented a SARS-CoV-2 (COVID-19) and Influenza Vaccination Program covering all employees and students. Employees must submit proof of vaccination or an Institute-approved exception or deferral to comply with the policy.

Physical and Mental Requirements

Ability to maintain good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. Sitting in a normal seated position for extended periods of time. Standing for extended periods of time. Reaching and extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard. Communication skills using the spoken word. Ability to see within normal parameters. Ability to hear within normal parameters. Ability to bend and stoop, for example, to file. Ability to move about. Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, and set up for recruiting or on campus events.

Ability to drive locally. Occasionally, will be required to stand for prolonged periods of time at activities/events on and off-campus.

To Apply:

A confidential review of applications, nominations, and expressions of interest will begin immediately and will continue until an appointment is made. To be ensured full consideration, please upload a letter of interest, resume, and three professional references. Minority candidates are strongly encouraged to apply.

Equal Employment Opportunity Policy:

Keck Graduate Institute is an equal opportunity employer. It does not discriminate against qualified employees or applicants based on race, color, religion, sex, gender identity, pregnancy, national origin, ancestry, citizenship status, age, marital status, physical disability, mental disability, medical condition, sexual orientation, military or veteran status, genetic information, or any other characteristic protected by applicable state or federal law. Equal employment opportunity will be extended to all persons in all terms and conditions of employment. KGI strongly encourages candidates from underrepresented groups to apply.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/KGICareers/job/555-Arrow-Building---LC73000/Assistant-Director-of-AdmissionsREQ-7105

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