Matriculation Counselor

Matriculation Counselor

Position Title - Matriculation Counselor

Position Category - Staff (Non-Exempt)

Location - Thousand Oaks

University Background - The mission of California Lutheran University is to educate leaders for a global society who are strong in character and judgment, confident in their identity and vocation, and committed to service and justice. Founded in 1959 in beautiful Ventura County, the university has an enrollment of about 4,000 undergraduate and graduate students who come from across the nation and around the world from a diversity of backgrounds, cultures and faiths. As a federally recognized Hispanic-Serving Institution, Cal Lutheran is looking for candidates with a dedication to and success in working in diverse communities. The university is committed to an inclusive learning and work environment that values individual differences and respects each person's dignity.

Basic Function - Under the direction and supervision of the Associate Director of the Bachelor's Degree for Professionals program within the School for Professional and Continuing Studies, the Matriculation Specialist is responsible for managing the front-end enrollment funnel, intake operations, and onboarding velocity of incoming adult learners. The role guides new admits from the point of formal admission through complete matriculation, actively identifying and systematically mitigating barriers to registration to optimize new student yield. Additionally, this position is responsible for updating, designing, and implementing both New Student Orientation (NSO) and the digital NSOpreparation course to ensure first-term persistence.

Representative Duties - Enrollment Pipeline Management: Manages the operational bridge between Admissions and Academic Affairs by tracking admitted students utilizing CRM systems (Slate), admissions data reports, and direct inter-departmental communication. Intake Tracking: Maintains an active database and tracking system of all admitted students to closely monitor registration status, NSORSVPs, orientation course completion, and outstanding enrollment items. Initial Intake Assessment: Serves as the primary institutional point of contact post-admission, conducting intensive initial intake sessions (in-person or via Zoom) to facilitate a seamless transition into the university. Financial & Benefits Guidance: Provides front-end guidance regarding the utilization of Financial Aid, Veteran Benefits, and institutional Payment Options, connecting students directly to specialized campus offices. Pathways Counseling: Delivers proactive "Pathways" counseling to align major selection with the professional, personal, and long-term graduate school goals of returning adult learners. Initial Credit Audit: Executes initial credit audits by reviewing selected major requirements, general education categories, remaining credits, and projected graduation timelines based on transfer potential. Registrar Liaison: Collaborates directly with the Registrar's Office to accelerate and verify the completion, transcript processing, and accuracy of official transfer credit evaluations. Course Substitutions: Identifies potential transfer course substitutions for upper-division coursework and coordinates directly with relevant Department Chairs for review and formal approval. First-Term Mapping: Strategically maps out and builds first-term course schedules that fit into a broader degree completion plan, ensuring foundational classes set students up for future terms. Registration Execution: Directly assists incoming students with registration and enrollment mechanics for their initial 8-week academic term. Yield Recovery Outreach: Partners with Admissions operations to execute targeted outreach campaigns, including follow-up phone calls and emails, to unengaged admits who have not scheduled initial counseling. Orientation Execution: Plans, tracks, and executes all components of New Student Orientation (NSO), collaborating with Admissions operations to automate process tracking for NSO registration, Canvas NSO course completion, and live attendance. Alternative Orientation: Conducts targeted make-up orientation sessions to accommodate the non-traditional schedules of working adult learners. Post-Enrollment Verification: Manages first-term post-enrollment verification: tracks outstanding official transcripts, cross-references Academic Evaluations/Transfer Equivalency Reports against official files, finalizes anything approved through petition with Registrar's Office, and coordinates with Academic Services to finalize course substitutions. Official Evaluation Delivery: Delivers an official admissions welcome letter and a finalized, accurate Academic Evaluation to the student by week 3 or 4 of their first term. Formal Handoff Protocol: Executes the formal handoff protocol by officially introducing the fully-matriculated student and transferring their file to their assigned long-term Academic Counselor by week 4 of their first term. Pipeline Melt Analysis: Documents, tracks, and analyzes institutional data surrounding new admit deferrals and withdrawals, formulating strategic interventions to minimize pipeline melt and reverse drop-out trends. Baseline Student Load: Maintains a small, structured student case load (6-12 students) to retain direct, current familiarity with the full student lifecycle and ongoing academic advising challenges. Program Office Support: Provides operational support for general program office functions, including event coordination, broader retention/persistence initiatives, and marketing outreach. Student Supervision: Supervise, train, and direct student workers assigned to front-end intake operations. Correspondence: Prepares official letters, memos, and operational correspondence as required. Institutional Representation: Serves as an institutional representative for the Bachelor's Degree for Professionals program at inter-departmental and inter-institutional meetings, speaking officially on CLU policies and procedures. Committee Leadership: Leads the commencement speaker selection committee and actively participates in commencement receptions and graduation ceremonies. Professional Development: Engages in ongoing professional development and specialized training required for enrollment and matriculation operations. General Duties: Performs related duties as assigned to support enrollment and onboarding success.

Knowledge Of - University departments, institutional policies, and registration procedures. Targeted admissions tactics, enrollment funnel mechanics, and onboarding strategies to successfully guide new admits. Proactive counseling methods and onboarding frameworks tailored for first-term academic success. Personal, social, and academic counseling methodologies tailored specifically for underrepresented, first-generation, and financially insecure adult student populations. Academic program requirements, campus resources, student life, and wrap-around support services. Federal, state, and institutional laws, policies, regulations, and procedures governing student enrollment and data. Computer technology, student databases, and web-based platforms applicable to academic advising and intake tracking. Advanced digital customer service, phone communication skills, and video conferencing protocols (Zoom). Professional oral and written communication standards and strong interpersonal relation-building skills. Professional association guidelines and ethical standards, including NACAC (National Association for College Admission Counseling), NACADA (National Academic Advising Association), and CAEL (Council for Adult & Experiential Learning).

Ability To - Provide high-impact, efficient academic advisement and onboarding services to adult learners completing degrees fully online or in person. Accurately diagnose student needs for wrap-around support services and execute timely, appropriate campus referrals. Interpret, apply, and implement complex university policies, education directives, and credit requirements. Engage with students regarding the mission and tradition of Lutheran higher education. Utilize web-based and computer technology as a primary communication and counseling medium. Maintain strict professional confidentiality and adhere to privacy guidelines across all communication modes. Work effectively with non-traditional student populations possessing a broad range of academic backgrounds, language abilities, motivations, and professional goals. Multitask effectively in a high-volume, fast-paced environment with a high level of detail and accuracy. Develop short- and long-term degree plans optimized for post-traditional adult learners and working professionals. Professionally and dynamically deliver informational presentations to small and large groups. Establish and sustain collaborative, cooperative, and effective working relationships across diverse university departments. Manage strict operational timelines and registration deadlines in a methodical manner. Quickly master complex, detail-oriented software systems, including Canvas LMS, Self-Service, Colleague SIS, Perceptive Content, Microsoft Office Suite, Informer, and Zoom. Communicate with clarity, empathy, and professionalism in both oral and written forms. Work independently with minimal direct supervision while functioning as an aligned team member. Solve complex enrollment problems, adopt effective courses of action, and deploy appropriate resources. Interact productively and respectfully with individuals from deeply diverse multi-cultural and multi-racial communities. Maintain flexibility to work non-traditional hours, including evenings and weekends as required by peak registration periods (Standard hours: M-Th 9am-6pm, Fri 8am-5pm). Operate computers, specialized peripherals, and modern office productivity tools efficiently.

Minimum Qualifications - A Bachelor's degree from an accredited institution combined with a minimum of two years of professional experience in admissions, transcript evaluations, academic advising, student counseling, or related student services areas.

Preferred Qualifications - A Master's degree in counseling, counseling and guidance, college student personnel, college student affairs, higher education, or a closely related field. Direct professional experience in transfer admissions, transcript evaluation, or enrollment management. Demonstrated experience advising or onboarding post-traditional adult learners and working professionals in an accelerated higher education setting. Familiarity with online program management and digital student engagement. Deep knowledge of higher education compliance, articulation policies, and transfer procedures. Bilingual proficiency in Spanish and English. Direct experience serving and supporting veterans, dependents, and active-duty military personnel.

Licenses and other requirements - Ability to travel locally and work flexible hours as dictated by enrollment cycles.

Physical Abilities - Detect to understand appropriate written correspondence; operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer; communicate to exchange information in person, in writing, on the telephone and by email; stationary position for extended periods of time; move or transport light objects; position self to store and/or retrieve files

Environment - Busy office environment with frequent interruptions. Ability to operate standard office equipment, communicate effectively in person and electronically, remain stationary for extended periods, and move or transport light objects.

Hiring Range