ADMISSIONS ASSISTANT JOB DESCRIPTION

Processing an application sounds simple. Done poorly, it delays a student's enrollment by a full term. The Admissions Assistant is the individual responsible for ensuring every application file is complete, accurately classified, and moved through review without stalling - a function that directly determines admission cycle throughput for colleges and universities serving thousands of prospective students annually. Working within a Registrar's or Admissions Office, this role handles residency classification, credential evaluation, and correspondence management under FERPA-governed confidentiality requirements. Few roles in higher education touch as many incoming students in a single day.

As the Admissions Assistant, you process and evaluate application materials, verify academic credentials, and maintain student records that support timely enrollment decisions across undergraduate and graduate programs. You work within an Admissions or Registrar's Office team, coordinating closely with faculty directors, Admissions Officers, and offices such as the Registrar and Financial Aid to keep application cycles on schedule.

Career Impact: Hands-on experience managing residency classification, transfer credit evaluation, and AACRAO-standard credential review builds a specialist profile that is increasingly valued across registrar and enrollment management career tracks.

Business Impact: Every term, the accuracy of the files this role maintains determines whether admitted students register on time - delays in application processing translate directly into deferred enrollment revenue for the institution.

Growth Opportunity: The breadth of this role, spanning document authentication, academic classification, and cross-office coordination, creates a direct path toward Admissions Coordinator or Enrollment Services Specialist positions with broader institutional scope.

• Review application files for completeness, verifying academic credentials, residency classification, and supporting documentation against established eligibility criteria.
• Evaluate domestic and international transcripts to determine academic classification, including transfer credit, AP, IB, CLEP, AICE, and military credit per institutional policy.
• Process admission decisions and manage decision-related correspondence for admitted, deferred, and waitlisted applicants with appropriate enclosures.
• Respond to high volumes of written and phone inquiries from prospective students, parents, counselors, and campus departments regarding application status and program requirements.
• Maintain accurate applicant records in the student information system, including data entry, file indexing, and end-of-cycle data verification.
• Coordinate with the Registrar, Financial Aid, and academic departments on time-sensitive and confidential applicant matters to support registration readiness.
• Authenticate official documents for domestic and international applicants in compliance with institutional procedures and applicable federal guidelines.
• Train and support admissions support staff on processing procedures, system functions, and documentation standards within assigned areas of responsibility.

• Bachelor's degree in a related field or equivalent work experience.
• 2 or more years of admissions, records, or enrollment services experience within a post-secondary institution.
• Knowledge of residency classification regulations and FERPA requirements governing student record confidentiality.
• Demonstrated ability to evaluate academic credentials including transfer credit, international transcripts, and non-traditional credit types.
• Strong written and verbal communication skills, with the ability to convey complex policy information accurately to diverse audiences.
• Proven organizational skills with the ability to manage competing priorities and maintain accuracy during peak application periods.
• Ability to work independently and as part of an administrative team while exercising sound judgement on confidential matters.

• Experience with graduate or professional school admissions processes, including evaluation of foreign applicant credentials against AACRAO standards.
• Familiarity with student information systems in an undergraduate records or Registrar's Office context, including admissions holds and residency appeals workflows.
• Experience developing or delivering procedural training materials for admissions support or OPS staff.
• Bilingual proficiency in a second language relevant to the institution's prospective student population.

• Application file completion rate measures the percentage of submitted files cleared for committee review within the target processing window.
• Residency classification accuracy rate, reflecting the proportion of initial classifications upheld without correction or appeals reversal.
• Inquiry response time, measured in hours from receipt to resolution for email and phone applicant contacts.
• Data entry error rate per admission cycle, tracking corrections required after upload into the student information system.
• Deferred student clearance rate, measuring the percentage of deferred applicants cleared for registration by the start-of-term deadline.
• Typical tools: Student information systems (commonly PeopleSoft or Colleague) and admissions CRM platforms (commonly Slate).

• Base Salary Range: $38,000 to $52,000 annually, depending on institution size and location.
• Bonus: merit increases common, performance bonuses uncommon at this level.
• Equity: not typically offered in higher education.
• Health Benefits: Medical, dental, and vision coverage is standard at most colleges and universities.
• PTO: 10 to 15 days annually, plus institutional holidays and academic breaks.
• Common Perks: tuition remission or waiver for employee and dependents at many institutions

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for this position. Employment is contingent upon successful completion of a background check conducted in accordance with applicable law. Reasonable accommodations are available to applicants and employees with disabilities throughout the hiring process and in the performance of job duties - requests should be directed to the hiring institution's HR department. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected under federal, state, or local law.

The Admissions Assistant owns the full student admissions lifecycle, from processing applications and authenticating official documents to communicating program eligibility decisions to Deans and academic departments. Operating within a college Registrar's environment, the role delivers accurate, confidential, and timely support that enables prospective students to progress from enquiry to acceptance.

Key Responsibilities

• Process applications and supporting documentation in preparation for applicant review.
• Assess and determine the eligibility of applicants according to established criteria and procedures.
• Admit, decline, and recommend alternative academic pathways to College programs.
• Perform clerical functions such as routine data entry, verifying student information, updating lists, typing correspondence, producing acceptance packages, and administering waitlists.
• Respond promptly to a large volume of written and verbal enquiries from prospective students, applicants, and recruitment agents regarding program requirements, documentation, admission statuses, and start dates.
• Authenticate official documents for Canadian and International applicants according to established procedures.
• Communicate with Deans and academic departments regarding applicant eligibility, admittance processes, application numbers, and program capacities.
• Adhere to college and legal requirements regarding the privacy and confidentiality of student information and records.
• Cover all admission functions during the absence of Admissions Officers, including providing assistance and training to related personnel.
• Promote a positive work atmosphere through professional and respectful interaction with students and colleagues.

Required Qualifications

• Two-year diploma in office or business administration.
• Minimum two years of recent related experience within an educational environment, preferably a Registrar's office.
• Knowledge of post-secondary operations, program offerings, and admission and registration policies and procedures.
• Excellent data entry skills with accuracy in entering information into software databases, minimum 40 wpm keyboarding, and 100 keystrokes per minute alpha/numeric data entry.
• Strong computer skills, including MS Word, MS Excel, MS Access, and familiarity with a large student information system, preferably Colleague.
• Excellent written and verbal communication skills, including strong cross-cultural communication and problem-solving under pressure.
• Strong organizational skills with the ability to set priorities under conflicting demands and perform effectively during peak periods.
• Ability to maintain confidentiality and exercise tact, discretion, good judgment, and diplomacy.
• Ability to work independently and collaboratively as part of a team.

Embedded within the Office of Undergraduate Admissions, the Admissions Assistant processes and validates applications by reviewing transcripts, evaluating transfer credit, and maintaining confidential applicant records across Slate and PeopleSoft. Working closely with OPS/CWS staff, counselors, and the broader UCF community, this role ensures accurate residency classification and timely admission decisions that keep enrollment moving forward.

Core Functions

• Review new applications from prospective undergraduate students, including verifying academic classifications, residency for tuition purposes, and corresponding with applicants regarding incomplete information.
• Validate confidential personal and academic information in Slate and PeopleSoft, including transcripts, test scores, financial documents, and recommendation letters, and index documentation to applicant files.
• Evaluate high school and college transcripts to determine academic classification, including CLEP, AP, IB, AICE, military, international, and traditional transfer credit.
• Post admission decisions to Slate and manage decision-related correspondence with appropriate enclosures.
• Authorize and release Undergraduate Admissions holds as appropriate.
• Process change-of-application requests, including majors, addresses, social security numbers, classification, and residency status.
• Answer email and telephone inquiries from applicants, students, parents, counselors, and UCF community members.
• Train the OPS/CWS staff assigned to each specific area of responsibility.

Qualifications and Experience

• High school diploma or equivalent with 2+ years of relevant experience.
• Thorough knowledge of state statute and rule regarding classification of residency for tuition purposes, including USCIS rules on international status documentation.
• Thorough knowledge of PeopleSoft and Slate systems as they relate to undergraduate admissions and records functions.
• General knowledge of the admissions process.
• Ability to accurately communicate information to internal and external customers via telephone and email in a professional manner.
• Ability to organize and prioritize work independently daily.
• Ability to adapt to changing university and departmental procedures and policies.
• Ability to work effectively within a team environment.

Reporting to the Director of Admissions, the Admissions Assistant supports a comprehensive strategic admissions plan by collecting and maintaining candidate records, conducting follow-up communications, and scheduling community outreach visits to middle schools, churches, and youth organizations. Partnering with the MarCom Director and Student Ambassadors Program, this role ensures prospective families understand the school's unique Corporate Work Study model and fuels enrollment through relationship-centered recruitment.

Primary Duties

• Familiarize yourself with the school program and Corporate Work Study Program so that families understand the unique high school model.
• Learn and articulate the mission, vision, and values of NDCR with passion and commitment.
• Support implementation of a comprehensive strategic admissions plan and uphold established admissions policies and procedures.
• Collect, record, file, and maintain accurate information in the computerized admissions system for every candidate throughout the process.
• Conduct follow-up communication with all applicants via phone, voicemail, and email within 24-48 hours to ensure successful matriculation.
• Prepare reminder communications and student files for interviews, and assist with logistics for open houses, information nights, and shadow days.
• Support the Director of Admissions in recruiting efforts, including scheduling visits to middle schools, churches, and community organizations, and attending public relations events.
• Collaborate with the Director of Admissions on the Student Ambassadors Program, admissions events, and school functions in support of incoming students.
• Work with the MarCom Director and support staff on marketing and communications opportunities for the Admissions Department.

Skills and Qualifications

• Bachelor's degree preferred or actively working toward one.
• Experience in school admissions, recruitment, or community outreach preferred.
• Bilingual and literate in Spanish required.
• Strong computer skills in Microsoft Office, including Word, Excel, and PowerPoint.
• Excellent oral and written communication skills with strong interpersonal skills for engaging a wide range of students, parents, and guardians.
• Superior organizational skills with the ability to manage multiple tasks, meet deadlines, and maintain close attention to detail and accuracy.
• Willingness and availability to work evenings and weekends.
• Valid driver's license.

Sitting at the intersection of student admissions and career services, the Admissions Assistant enters lead data into Recruit, schedules prospective students for testing and representative meetings, and coordinates Career Fairs alongside placement activities. Operating across campus departments in alignment with Galen values, this role supports file preparation for the Admissions Committee and maintains placement records that connect graduates to employment outcomes.

Duties

• Enter lead information and complete prospective student files in Recruit, making follow-up and reminder calls as needed.
• Assist in scheduling prospective students for meetings with Admission Representatives and PAX testing, proctoring when needed.
• Assist in preparing and completing student files for the Admissions Committee.
• Provide campus tours as needed.
• Assist with updating and maintaining student placement records, including contacting graduates to obtain employment information.
• Assist with coordinating and hosting Career Fairs and other placement activities.
• Perform clerical functions as needed by Admissions staff.
• Participate as a team member across campus departments in support of Galen values and efficient departmental functioning.

Requirements

• Associate degree in business management or related field preferred.
• Minimum two years of experience in a business or education environment.
• Ability to secure state-required agent licensing as needed.
• Computer proficiency with Microsoft Word, Excel, and PowerPoint, Recruit experience helpful.
• Ability to maintain a customer-friendly demeanor and work flexible hours, including weekends and evenings.

A key member of the Student Experience Team at UCSF, the Admissions Assistant provides mentoring, advising, and community-building support to cultivate belonging for all students, including UIM, first-generation, and students with disabilities. Collaborating across institutional structures, this role advances professional identity formation and ensures every student has the resources needed to develop into a 21st-century UCSF Physician.

Functions

• To cultivate a sense of belonging and being known for every student through mentoring, advising, community-building programs, and organizational support for all students, whole classes, and subpopulations across classes.
• To provide enhanced support services for student wellbeing, UIM students, first-generation students, students from socioeconomically or educationally disadvantaged backgrounds, and students with disabilities.
• To provide the resources, structures, and support necessary for students to transform into the 21st-century UCSF Physician, ensuring outstanding experiences with systems and cultivating ideal professional identity formation.

Experience and Qualifications

• Bachelor's degree in a related area and/or equivalent experience or training.
• Admissions experience, preferably at the graduate or professional school level.
• Basic knowledge of UC policies and the ability to explain information to prospective applicants and the public.
• Proficiency with the Microsoft Office suite.
• Strong organizational skills with the ability to multi-task.
• Effective oral and written communication skills.

Accurate and responsive front-line communication depends on the Admissions Assistant, who answers phone calls and emails from current and prospective students, supports counselor correspondence, and participates in the annual admitted student day program. Based within the University of Utah Admissions Office, this role enables recruitment staff to deliver consistent, professional outreach that supports university enrollment goals.

Accountabilities

• Answer phone calls and emails from current and prospective students.
• Assist recruitment staff with counselor correspondence.
• Maintain and update inventory of Admissions Office supplies and respond to internal and external requests for university materials.
• Participate in the annual admitted student day program.
• Perform other recruitment, clerical, and office duties as assigned.

Technical Qualifications

• Experience and/or interest in customer service or call center environments.
• Excellent customer service skills with professional appearance and demeanor.
• Strong written and verbal communication skills, including the ability to relay complex information to a variety of people.
• Proficiency with the Microsoft Office suite and the ability to learn new software systems.
• Strong problem-solving skills with the ability to take initiative and work independently.
• Commitment of 15-20 hours per week.

As the Admissions Assistant, this role processes graduate applications received annually, evaluates domestic and international academic credentials, and ensures departmental admission recommendations align with both program-level and University-level policies at the University of Delaware. The Graduate College relies on this work to maintain admissions integrity, support faculty directors, and enable timely immigration coordination that allows newly admitted students to matriculate without delay.

Activities

• Maintain program-level and university-wide graduate admissions standards, requirements, and policies, including recruitment, retention, and diversity priorities.
• Guide departmental faculty directors and administrative staff on graduate admissions standards, requirements, policies, and priorities.
• Evaluate and verify the academic credentials of domestic and international applicants, following AACRAO international education standards.
• Ensure accuracy of program-level information in the online graduate recruitment and admissions system, and verify successful data upload into PeopleSoft at the end of each admission cycle.
• Coordinate efficiently and promptly with the English Language Institute and International Students and Scholars on immigration-related admissions documents.
• Provide accurate, timely, and customer-focused responses to applicants, faculty, administrators, and recommenders.
• Train departmental graduate administrative staff and faculty on international educational systems and required documents.

Position Requirements

• Bachelor's degree with two years of related experience, or equivalent combination of education and experience.
• Experience with graduate or professional school admissions processes preferred, experience evaluating foreign applicant credentials preferred.
• Experience with Slate and PeopleSoft preferred.
• Advanced proficiency in word processing, spreadsheet, database, web authoring, and/or presentation software.
• Strong organizational skills with strong written and oral communication skills.
• Ability to work independently and evaluate the work of others.
• Ability to interact effectively with people of all ages and diverse backgrounds, with demonstrated commitment to fostering a culture of belonging, diversity, and equity.

An admissions assistant shapes the full administrative cycle of a medical school admissions office, from overseeing secondary application workflows and managing AMCAS and AMP systems to tracking deferred students through registration clearance and serving as a financial administrator for P-card approvals and invoice submissions. Success in the position means faculty, the Dean, applicants, and cross-functional offices all receive timely, accurate, and confidential support that enables interview days, yield events, and annual student matriculation to run without interruption.

Operational Focus

• Answer and direct high volumes of phone and email inquiries from the public, applicants, admissions committee members, and staff, and greet walk-in visitors and interview applicants.
• Assist the Director with AMCAS and AMP maintenance, database filters, and reports.
• Draft, edit, and proof correspondence and letters for the Dean, Director, admitted students, deferred students, and waitlisted candidates.
• Assist in creating training materials for Admissions Committee members and update admissions marketing materials for recruitment events.
• Coordinate with other offices on time-sensitive and confidential matters, and assist in preparing and delivering incoming student files to the Registrar, Academic Societies, and HMS IT prior to each academic year.
• Track all deferred students, serve as their first point of contact, monitor file completion requirements, and clear them for registration.
• Manage preparation and compilation of documents for large paper and electronic mailings, including admissions notifications.
• Serve as financial administrator for the department, approving P-card transactions and submitting invoices to PME Finance.
• Participate fully in admissions interview days and yield events, including greeting applicants, giving presentations, conducting campus tours, and setting up candidate lunches.

Knowledge, Skills, and Abilities

• Three or more years of related administrative experience, bachelor's degree preferred.
• Experience working in an admissions office with familiarity in application processing preferred, familiarity with academic institutions preferred.
• Proficiency with Microsoft Office Suite, Adobe, PowerPoint, Zoom, and complex electronic databases.
• Strong attention to detail, written and verbal communication, organizational, and interpersonal skills.
• Ability to work under pressure with poise, efficiently multitask, and perform repetitive tasks while staying motivated.
• Ability to work effectively within a team while maintaining high customer service standards.
• Ability to handle complex and confidential information with discretion.

The Admissions Assistant delivers immediate, high-touch outreach to prospective students by contacting leads via phone and text upon inquiry, scheduling Information Sessions, and maintaining precise data entry across student databases to support enrollment and retention goals. Working within a health and wellness-focused school, this role builds the first impression that converts prospective inquiries into enrolled students.

Key Deliverables

• Contact prospective students immediately upon inquiry via phone and text, and conduct lead follow-up by phone, email, text, and video.
• Schedule prospective students for Information Sessions, enrollment appointments, and financial aid appointments.
• Maintain accurate, precise lead data entry in relevant student databases.
• Create a positive first impression by answering all incoming calls and ensuring an exceptional experience for prospective students to increase retention and referrals.
• Uphold and protect core values and professional standards while nurturing a positive company culture.

Professional Experience

• Admissions, phone sales, and/or school experience.
• Strong verbal and written communication skills, including an enthusiastic phone presence.
• Strong ability to follow specific steps and processes through written directions.
• Strong computer skills with Microsoft Office, ability to work independently with limited supervision.
• High sense of urgency and accuracy, team-oriented, creative, and committed to learning.
• Interest in health and well-being is highly desirable.

Embedded within a university admissions office, the Admissions Assistant produces accurate applicant records by entering and updating prospect data, evaluating transfer credits, and calculating grade point averages in the student information system. Working closely with Admissions Officers and university departments, this role ensures application files are complete, accurate, and ready for review, supporting the institution's ability to make timely and well-informed admissions decisions.

Areas of Ownership

• Enter and update prospect and applicant data in the student information system, including grade point averages and transfer credit articulation per established guidelines.
• Evaluate transfer credits and input articulation into the student information system per established guidelines and procedures.
• Receive calls and respond to telephone and email inquiries from prospective students, parents, teachers, and counselors.
• Prepare appropriate application documents and examine applicants' documents for accuracy and completeness.
• Assist Admissions Officers with application review as needed.
• Interact with students, parents, external institutions, and university departments as required.

Background and Experience

• Excellent organizational and communication skills with competence in both oral and written English.
• Ability to perform high-volume data entry with speed and accuracy, following established rules, procedures, and attention to detail.
• Ability to answer various inquiries from prospective students, parents, teachers, and counselors.
• Ability to be a cooperative, supportive, and productive team member with a positive attitude.
• Ability to work independently.