Undergraduate Counselor I

Job Description:

Job Summary:

This position serves as a member of the enrollment management division and incorporates a full range of admission responsibilities including extensive recruitment travel, relationship building, facilitation of the introduction and presentation of Our Lady of the Lake University to various constituencies in multiple formats, personalized contact with prospective students, parents, and guidance counselors, and evaluation of applications for admission. The admission counselor plays a vital role throughout the enrollment process of prospective students and extends from the time of initial inquiry to the institution until the time the student completes all enrollment and registration processes. The admission counselor is to serve as the main point of contact for prospective students and must continuously assist all efforts to effectively develop streamlined processes across the institution to assist in new student enrollment and retention efforts. Extensive recruitment travel is an essential part of this position, which includes overnight stays in the assigned recruitment territory.

Performance Evaluation Metrics:

1. Communication and Engagement (20%)
   • Outbound calls made per week
   • Texts sent with response rate
   • Emails sent with open/click rate
   • Completed 2 -way conversations per week
   • Appointment/show rate for meetings virtual and in person
   • Mentor Admissions Counselor I staff and support their training when needed.
2. Recruitment and Outreach (40%):
   1. Develop and execute an annual plan for assigned territories.
   2. High School, College Fairs, and Community events.
   3. Build and maintain relationships with high school counselors, college counselors.
   4. Track and monitor progress toward enrollment goals using Slate reports.
3. Prospect & Applicant Management (40%):
   • Prospects converted to applicants (20%)
   • Applicants missing documents contacted within 48 hours (20%)
   • Admits contacted with 48 hours (20%)
   • Admit to deposit outreach attempts completed (20%)
   • Admitted process to include prospective student registered (20%)

Essential Functions:

1. Effectively communicates with internal and external entities to build recruitment pipelines and successfully attain recruitment goals.
2. Responsible for a specific geographic territory which requires extensive travel within that territory throughout the recruitment campaign cycle.
3. Attend college fairs, visit high schools, conduct campus tour appointments, coordinate and host receptions, open houses, coffee chats, and other events related to new student recruitments to increase awareness and prospect pool.
4. Responsible for assisting prospective students with FAFSA completion, financial aid verification, resolution of other incomplete financial aid items and review financial cost estimation for prospective students. This includes maintaining professional knowledge and performing special projects.
5. Will use discretion and judgement to counsel prospective students and their families in educational financial questions concerning OLLU scholarships, loans, grants, and student employment. To include adhering to Federal, State and Institutional regulatory requirements.
6. Participates in high school and community college financial aid events, conduct on and off campus financial aid outreach presentations, seminars and/or workshops.
7. Generate applications and collect all necessary supporting documentation for admission to the university.
8. Routinely and systematically follow through on inquiries and applications to maximize enrollment.
9. Responsible for recruitment life cycle from prospect to enrolled student.
10. Effectively utilize software such as an admission CRM system, and the university's ERP system to effectively manage student records.
11. Maintains a monthly communication sequence with selected target audiences (subject matter and topics will be based on recruitment plan) and coordinates the dissemination of recruiting materials through traditional mail, electronic, and presentation style sessions.
12. Counsel prospective students on academic degree programs and co-curricular involvement opportunities.
13. Assists in the pertinent activities related to class registration, financial aid, and orientation functions.
14. Perform unofficial evaluation of transfer credit for prospective students and prepares/provides unofficial degree plans.
15. Maintains records of recruitment, follow-up, advising, and registration activities and prepares enrollment reports.
16. Follow prescribed recruitment strategy protocol and business processes to assure maximize recruitment yield.
17. Participate in all admission related events to involve some evenings and occasional weekends.
18. Employee will hold the Confidential Information in strict confidence and shall exercise a reasonable degree of care to prevent disclosure to others. Employee will not reproduce the Confidential Information for any purpose other than the performance of his/her duties.
19. Performs other duties as assigned.

Requirements:

Knowledge, Skills, and Abilities:

1. Strong oral/written communication, recruitment, relationship building and marketing skills.
2. Excellent organization skills and ability to effectively organize and maintain large volumes of records.
3. Ability to multi-task and function under pressure as part of a team environment and within a competitive market.
4. Highly skilled in using Microsoft Office programs.
5. Self-motivated and can perform/function independently without extensive direct supervision. Problem solving skills are essential.
6. Must be detailed-oriented and have a focus on achieving optimum results, while maintaining high ethical standards and attention to compliance with university policies, mission, and core values.
7. Must maintain a professional appearance to best represent the OLLU brand with prospects and external constituents.
8. Must maintain a strong work ethic with excellent accountability and follow through
9. Must be able to recruit prospective students at high schools, events, and organizations

Education and Experience Requirements:

1. Bachelor's degree from an accredited college/university is required. Master's degree preferred.
2. Previous admission, student services, or recruiting experience is strongly preferred.

Physical Demands:

Must be able to stand and walk for extended periods of time. Must be able to carry and transport 40 pounds of materials and/or equipment. Must be a licensed driver of an automobile with an acceptable driving record. Must be able and willing to travel long distances if needed, by airplane and by automobile. The physical demands of the above duties described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Additional Information:

Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation.

OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE

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Application Instructions:

Please submit online application and upload resume.