Position Title: Site Coordinator/Enrollment Advisor
Department: Admissions/Enrollment Management
Reports to: Associate Vice President of Enrollment Management/Operations and Director of Global Learning
FLSA Classification: Exempt
Hours: Minimum of 40 per week (hours may fluctuate during peak travel seasons)
This position performs all functions necessary to cultivate relationships with students with the goal of moving them from inquiry, to matriculation into the Seminary, and all the way through to graduation. This is a results-oriented position requiring the delicate balance between goal achievement and ministering to students as they discern and develop their call. As well, this position functions as the on-site ambassador between Asbury Seminary, partnering institution, and potential networks.
Responsible for networking with a variety of contacts including alumni, pastors, educators, and ministry leaders of para-church ministries to promote the Seminary and generate personal leads. Upon making contacts following up appropriately to encourage action.
Travel 35% of the time (14-18 weeks) building new relationships and exploring new territory while creating a solid funnel of prospects for the Admissions Office at Asbury Theological Seminary.
Maintain a high level of productivity to meet and exceed established Admissions goals. Must be able to multi-task efficiently.
Operate within the highest ethical standards and integrity in all aspects of the position; maintain ethical practice and keep all information about candidates confidential; assist all interested parties regardless of race, gender, denomination, etc.
Work independently on a daily basis, creating a solid plan of recruitment; work interdependently with a team, assisting students in the admissions process.
Effectively strengthen relationships with alumni and other key constituents.
Take initiative within a responsible budget-management philosophy to expand the current territory of Asbury Theological Seminary.
Exhibit intuitiveness and the ability to adapt to change. Due to the nature of this position, the ability to acclimate quickly to a variety of situations and audiences and the ability to “think on one’s feet” are a must.
Be an Asbury Seminary advocate while maintaining a student-centric mentality.
Work with students and facilitate communication as they discern their call and degree choice
Maintain appropriate print, electronic and verbal communication with inquired, applied, admitted, and confirmed individuals.
Determine admissibility of applicants acting in coordination with the Graduate Admissions Committee as defined by committee policies.
Review and communicate the status of applicants’ files.
Work with prospective students in order to lead them through the application process.
Maintain appropriate print, electronic, and verbal communication with inquired, applied, admitted and confirmed individuals.
Maintain a personal case load of enrolled students, orient the students to degree programs, assist them in developing an educational plan consistent with the student’s needs and ministry goals, including course planning and the scheduling and registering of classes.
Provide accurate information to students about institutional policies, procedures, resources, and programs and advise students concerning advanced standing, waivers, and transfers.
Initiate contact with students at key times throughout the Academic Year including, but not limited to: registration, New Student Orientation, when “holds” appear (Business, Registrar, CFP, etc.), key changes in course schedules/degree requirements, Mentored Ministry registration, graduation application, etc.
Develop and maintain reportable means of retention communications for incoming students’ initial enrollment and registrations.
Maintain student records on advisees including bi-annual manual update of degree process tracking and reasons for non-registration by term.
Maintain data and communications systems for monitoring student enrollment and registrations for successful program initiation and completion, and for enrollment management reporting.
Meet with prospective students during campus visits, participate in collaborative meetings and training sessions, and work on special projects and other duties as assigned.
Maintain reportable means of tracking all student contacts.
Manage day-to-day operations at the extension site.
Assure that the site facility is always in comfortable and safe operating condition for on-site activities.
Act as an ambassador for Asbury Theological Seminary with various local constituencies, serving as a visible point person for the educational site.
Act as the Seminary liaison with the host church or institution, assuring that the relationship is strong and communication is current.
Coordinate with the host church’s operations team to schedule rooms and other spaces needed for all courses taught on location.
Collaborate with the host church’s and the Seminary’s Information Technology team to insure a quality educational experience.
Communicate in advance with instructors to assure they have all the information and assistance they need to teach the on-site portion of their hybrid courses.
Be on-site to host faculty and students for classroom sessions.
Coordinate hospitality for faculty and students, in consultation with the AVP of Enrollment Management.
Serve as the Seminary’s local point of contact in connecting students and other stakeholders to appropriate Seminary departments and personnel.
Provide leadership for outreach events, including calling campaigns, on-campus programs, open houses, Experience Asbury Days, etc.
Provide communication on best policies/practices for the location.
Cultivate relationships with prospective and current students, and Seminary constituents.
Manage a caseload of 75-100 current and prospective students.
Increase the number of on-campus visits.
Generate qualified applications for the Seminary through direct interaction with the Christian community-at-large.
Increase the number of prospective students, current students and graduates.
Provide clear and concise information to students.
Plan and implement phone activities that support the enrollment efforts of EMT.
Guide students through the full enrollment process by utilizing a Moves Management philosophy and practice. This approach looks to work with and continually move students through all stages of the funnel, through to graduation.
Able to work evenings and weekends during peak seasons
Able to lift up to 50 pounds on a regular basis
Turn in all travel receipts in a timely and efficient manner
Licensed driver with a clear driving record and background check
Help with licensure reporting for state forms
Other duties as assigned
Operate within the constraints of the yearly budget
Book conferences and travel arrangements for trips
Submit travel expense reports and monthly credit card purchases
Tools and Equipment:
Use iPad and lap top
Operate Airtable, CRM software, Campus Nexus, and other common computer software programs
For more information: https://asburyseminary.edu/academics/distance-education/tulsa/