Job Details
TITLE: Online Admissions Specialist
DEPARTMENT: Office of Admissions - KYSU Global
REPORTS TO: Director of Online Education
CLASSIFICATION: Staff-12 months
EFFECTIVE DATE: TBD
STANDARD WORK HOURS: 37.5 hours per week
LOCATION: Online/Remote
EMPLOYMENT STATUS: Full-Time
EMPLOYMENT CLASSIFICATION: Exempt
JOB SUMMARY
The Online Admissions Specialist serves as the primary point of contact for prospective online students from initial inquiry through admission to Kentucky State University's online academic programs. The position is responsible for recruiting, advising, and guiding prospective students through the admissions process while providing exceptional customer service and timely communication. The Online Admissions Specialist supports enrollment growth by cultivating prospective student relationships,…
managing recruitment activities, and facilitating a seamless transition from inquiry to enrollment.
Working collaboratively with the Office of Admissions, KYSU Global, Financial Aid, the Registrar, Student Accounts, Academic Affairs, Student Success, and other University departments, the Online Admissions Specialist provides accurate information regarding academic programs, admissions requirements, transfer credit, enrollment procedures, and University policies. The position utilizes customer relationship management (CRM) systems and enrollment technologies to manage prospective student pipelines, monitor enrollment progress, and support institutional enrollment goals.
This position is designated as a remote/hybrid position supporting KYSU Global and requires regular virtual engagement with prospective students, periodic on-campus attendance for meetings, training, recruitment activities, and other University business, as well as occasional travel as assigned.
ESSENTIAL JOB FUNCTIONS
- Serve as the primary admissions representative for prospective students interested in Kentucky State University's online academic programs from initial inquiry through admission.
- Respond promptly and professionally to prospective student inquiries received through telephone, email, text messaging, video conferencing, web-based platforms, chat, social media, and other communication methods.
- Develop relationships with prospective students by identifying educational goals, career objectives, program interests, prior educational experience, and readiness for online learning.
- Provide accurate and comprehensive information regarding academic programs, admissions requirements, application procedures, transfer credit evaluation, tuition, fees, financial obligations, and University policies.
- Guide prospective students through each step of the admissions process, including application completion, account creation, submission of transcripts and supporting documentation, and completion of required admissions materials.
- Monitor applicant progress throughout the enrollment process and conduct proactive follow-up activities to encourage application completion, resolve outstanding requirements, and reduce incomplete application files.
- Maintain accurate, timely, and comprehensive records of prospective student communications, recruitment activities, enrollment stages, and follow-up actions within the University's customer relationship management system and student information systems.
- Effectively manage an assigned recruitment territory or prospective student population while meeting established enrollment goals and performance expectations.
- Coordinate virtual and in-person admissions appointments, information sessions, webinars, recruitment events, orientations, and other enrollment activities designed to support prospective online students.
- Conduct individual admissions counseling sessions to assist students in understanding program options, admissions requirements, enrollment timelines, and available student support services.
- Collaborate with Financial Aid, the Registrar, Student Accounts, Academic Affairs, Student Success, Information Technology, and other University departments to facilitate the admissions and enrollment process.
- Coordinate a seamless transition of admitted students to academic advising, student success personnel, and other post-admission support services through a collaborative handoff process.
- Participate in recruitment initiatives including virtual college fairs, educational conferences, community outreach activities, employer engagement opportunities, and promotional events representing Kentucky State University and KYSU Global.
- Assist in developing and implementing recruitment strategies, communication campaigns, and enrollment initiatives designed to increase online student enrollment.
- Prepare reports and analyze recruitment, admissions, and enrollment data to evaluate recruitment effectiveness and support continuous process improvement.
- Maintain knowledge of University academic programs, admissions policies, enrollment procedures, technology platforms, and applicable federal, state, and institutional regulations.
- Represent Kentucky State University in a professional manner while providing exceptional customer service to prospective students, families, educational partners, employers, and community stakeholders.
- Serve on University committees and participate in professional development activities as assigned.
- Perform other duties as assigned in support of the mission and enrollment objectives of Kentucky State University.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED
- Knowledge of admissions, enrollment management, student recruitment, and higher education practices.
- Knowledge of customer relationship management systems, student information systems, and enrollment technologies.
- Knowledge of online education and the unique needs of online and adult learners.
- Knowledge of University admissions policies, academic programs, enrollment procedures, and student support services.
- Ability to establish positive working relationships with prospective students, faculty, staff, and external stakeholders.
- Ability to communicate effectively through written, verbal, and virtual communication platforms.
- Ability to explain admissions processes, academic requirements, and enrollment procedures in a clear and professional manner.
- Ability to manage multiple prospective students simultaneously while maintaining attention to detail and meeting established deadlines.
- Ability to exercise sound judgment, maintain confidentiality, and make independent decisions consistent with University policies.
- Ability to analyze recruitment data and prepare reports that support enrollment planning and decision-making.
- Strong organizational, problem-solving, customer service, and interpersonal skills.
- Proficiency with Microsoft Office Suite, CRM systems, Banner, Parchment, virtual meeting platforms, and other enrollment management technologies.
- Ability to work independently in a remote or hybrid environment while maintaining regular communication and collaboration with University colleagues.
SUPERVISORY RESPONSIBILITY: This position does not have regular supervisory responsibility.
OTHER DUTIES: Perform other duties as assigned to support the mission and operational needs of Kentucky State University and KYSU Global.
QUALIFICATIONS
Bachelor's degree in Higher Education, Business Administration, Communications, Marketing, Counseling, Education, Student Affairs, or a closely related field is required.
Minimum of one (1) year of experience in admissions, enrollment management, student recruitment, academic advising, customer service, higher education administration, or a related field is required.
Experience working with online education, adult learners, transfer students, or non-traditional student populations is preferred.
Experience utilizing Banner, Parchment, customer relationship management (CRM) systems, or other student information systems is preferred.
Experience conducting virtual recruitment, admissions counseling, or enrollment outreach is preferred.
Demonstrated ability to achieve performance goals in a student-focused or customer service environment is preferred.
Licensing and Certifications: Valid driver's license is required. Must be able to travel periodically for recruitment activities, professional development, meetings, conferences, and other University business.
WORKING CONDITIONS
Work is performed remotely using University-approved technology and communication platforms.
Requires prolonged periods of computer use and frequent communication by telephone, email, and video conferencing.
Occasional evening or weekend work may be required to support students, staff meetings, or University initiatives.
Occasional travel is required to attend recruitment events, conferences, community outreach activities, professional development programs, and University meetings.
Requires prolonged sitting, repetitive hand movements associated with computer use, and occasional lifting or carrying of recruitment materials and equipment weighing up to 20 pounds.
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