What Does An Admissions Manager Do?

WHAT DOES AN ADMISSIONS MANAGER DO?

Published: Nov 19, 2024 - An Admissions Manager actively engages in enhancing organizational quality, gathering data to support continuous improvement initiatives. Ensures optimal staffing to meet the comprehensive needs of patients and referring entities, while also managing recruitment and training of new team members. Oversees the maintenance and compliance of electronic medical records, coordinates comprehensive patient admissions, and directs critical scheduling for admissions and care start processes, ensuring adherence to high standards and regulatory requirements.

A Review of Professional Skills and Functions for Admissions Manager

1. Admissions Manager Duties

Client Care Leadership: Leads the admissions applicant experience from point of inquiry through enrollment, ensuring the highest standards of client care are maintained.
Communication Delivery: Communicates the school’s programs, offerings, mission, and culture to prospective candidates and families through personal interviews, tours, and written communication.
Candidate Evaluation: Evaluates potential candidates in consultation with the Director of Admissions and serves as a member of the Admission Selection Committee.
Re-enrollment Leadership: Leads the annual re-enrollment process, tracking the enrollment responses of current families and following up.
Data Analysis and Strategy: Generates and analyzes statistical data pertaining to enrollment, retention, and the Financial Assistance Program to inform practice and contribute to the strategic direction of the school.
Market Research Conduct: Conducts market-specific research to set enrollment targets and support short and long-term strategic planning.
Financial Assistance Oversight: Oversees the Financial Assistance Program including bursaries, scholarships, and financial aid.
Event Planning and Execution: Leads the planning and execution of major events related to admissions and new student enrollment.
Admissions Cycle Management: Engages in the full cycle of admissions, ensuring admissions targets are met and new strategies are applied to maximize enrollment.
Parent Guidance: Guides parents through the admissions process, making the experience positive, straightforward, and engaging.
Calendar Management: Develops and manages the annual admissions activities and event calendar according to the parents' journey.
Material Collection and Management: Collects all materials and deals with XUEJI issues for all students.
CRM Management: Manages data capture and lead management through CRM system.
Competitive Analysis: Understands and tracks enrollment records of other schools in the area and the region, particularly those that are competitors.
Customer Service Quality Assurance: Assures quality in the levels of customer service in outward-facing staff (including receptionists) and ensures the highest quality of prospective parent communication through all available media.
Community Engagement and Representation: Acts as the school’s ambassador to engage with key local stakeholders to inform and attract “best fit” families.
Family Conversion and Community Building: Follows up and converts “best fit” families and builds the school community.
Student Onboarding Leadership: Leads a smooth student onboarding process.

2. Admissions Manager Details

Leadership Development: Provides clinical, administrative, quality outcomes, and economic leadership (budget development) for the department.
Training Facilitation: Facilitates monthly training & professional development of admissions nurses to enhance communication skills in overcoming objections (in conjunction with PRM leader) as well as training to ensure accurate and timely completion of important documentation.
Meeting Leadership: Facilitates and leads NTUC meetings and ensures follow-up.
Quality Improvement Participation: Actively participates in continuous quality improvement activities, collecting quality measure data and promoting a culture of continuous quality improvement throughout the organization.
Resource Management: Assures adequate staffing resources are provided to meet the needs of patients and referral sources.
Recruitment Assistance: Assists with recruiting, hiring and orientation of all team staff.
Record Keeping: Responsible for maintenance of electronic medical records, assuring accuracy, completeness and compliance with regulations, certification standards, legal and ethical standards.
Clinical Coordination: Assumes primary responsibility and accountability for the coordination of the patient’s referral through admission to hospice or palliative care.
Sales and Clinical Integration: Models excellence in melding the skills of a sales professional with clinical acumen and excellent documentation, by supporting, instructing, and educating families, patients and caregivers during the referral and admission process.
Interdisciplinary Collaboration: Practices professional collaborative practice and looks for opportunities to involve the interdisciplinary team.
Scheduling Oversight: Oversees and directs the scheduling of the admission team, response center, triage, and start of care.
Customer Service Training: Trains and requires staff members to provide excellent customer service in every interaction.
Performance Management: Conducts Employee Performance Evaluations & assists with goal setting.
Application Administration: End to end administration of applications.

3. Admissions Manager Responsibilities

Recruitment Planning: In partnership with the Admissions team, develop and implement a recruitment plan to effectively build a strong pipeline of prospective students for each program.
Team Management: Manage Admissions advisors inclusive of scheduling, payroll, performance reviews, and hiring.
Advisor Supervision: Conduct scheduled supervision of Advisors and provide developmental feedback.
Development Planning: Create individual development plans and provide opportunities to enhance bench strength.
Data Analysis and Reporting: Analyze and manage data to design and produce regular reports that track, document, and measure recruitment progress, make appropriate recommendations for future initiatives based on program needs.
Event Organization: Organize and implement recruitment events and information sessions for prospects and present compelling information that highlights the uniqueness of the college and its brand.
Partnership Development: Develop partnerships with community-based organizations and other partners that provide social services and student resources.
Issue Resolution: Proactively resolve issues to maintain a robust recruitment process and work collaboratively with partner departments to remove barriers to Admissions progression.
Event Management: Attend, schedule and determine coverage for campus visits, career fairs, and information sessions throughout Illinois.
Outreach Coordination: Corporate and other outreach for executive education.
Client Relationship Management: Establishing and nurturing relationships with clients.
Program Coordination: Coordinating executive education programs.
Admissions Counseling: Counseling and assisting in admission screening for a full-time program.

4. Admissions Manager Accountabilities

Training and Coaching: Train and coach Admissions Representatives.
Interviewing Skills: Conducts second interviews/close with prospective students.
Report Review: Review Admission Representatives submitted reports.
Budget Management: Works with Campus Management to ensure that enrollment budgets are met.
Lead Engagement: Contact leads/prospective students to set up appointments for campus visits.
Team Development: Assist with hiring, managing, on-going training and coaching.
Recruitment Strategy: Ensure the development of a strong recruitment team that yields results high quality students.
Market Research Support: Support the Director of Strategic Initiatives in the market research process that provides information for institutional decision-making for an integrated marketing and communications program to align with and support the organization's strategic priorities.
Campaign Management: Support the Director of Strategic Initiatives in managing the production of marketing campaigns for CSI to ensure that the college goals are being met.
Tactical Implementation: Establishes and implements recruitment tactics appropriate to enrollment and diversity goals.
Student Follow-Up: Follow-up with new students to confirm start dates and check status.
Database Management: Continually update student database with student information.
Activity Reporting: Report daily on appointment activity.
File Accuracy: Check admissions files for accuracy.
Quality Reporting: Create monthly admissions quality report.
Supervisory Skills: Assists in supervision of Admissions Representatives.
Problem Resolution: Responsibilities include training employees, addressing complaints and resolving problems.

5. Admissions Manager Functions

Marketing Strategy Development: Ensure that a key marketing strategy is devised and implemented based on the individual service and geography.
Client Experience Assurance: Ensure that the experience of self-funding clients is of the highest quality and seamless move-ins are achieved on date.
Resident Review Management: Ensure that a formal monthly review occurs of all residents and records maintained by the Admissions Manager. Formal survey to be completed.
Feedback Facilitation: Ensure that each relative is given a CarehomeTM review card for completion within two weeks of loved ones' admission.
Sales Responsibility: Take overall responsibility for the sale of self-funding beds.
Staff Duty Coordination: Ensure that staff are carrying out duties in conjunction with the Home Manager in line with the self-funding residents.
Marketing Event Leadership: Lead on regular key marketing events within the service.
Tracking and Reporting: Ensure that a detailed tracker and database are maintained and shared weekly.
Meeting Organization: Plan and facilitate regular staff meetings focusing on the marketing of the service/s.
Policy Compliance: Comply with all job-related policies, procedures, regulations, and rules including health, safety, and welfare of the service user, staff, and colleagues.
Financial Management: Ensure revenue and staff costs are maintained as set out by Senior Management.
Operational Oversight: Ensure that areas of responsibility are maintained and delegate duties to staff ensuring implementation.
Disciplinary Coordination: Notify and discuss with the Home Manager, Human Resources Department, and Regional Care Director all instances of disciplinary issues that may arise.
Administrative Efficiency: Ensure that all associated administration duties are carried out effectively, efficiently, and in a timely manner.
Financial Recording: Record and account for all petty cash expenditure.

6. Admissions Manager Job Description

Student Recruitment: Recruit students to fulfill the established team and division goals.
Area Management: Manage assigned recruitment area(s) in achieving established team goals for inquiries, applications, admits, deposits, and enrolled students.
Event Planning: Plan all admission staff support to promote the University via virtual or in-person fairs.
Visit Coordination: Ensuring all scheduled visits to schools, churches, college fairs and conferences are fulfilled.
Relationship Building: Establish and maintain key relationships with channels that can aid in producing enrolled students.
Counseling Support: Provide individual counseling to prospective students as they prepare to attend TWU as needed and when necessary to achieve enrolment goals.
Guidance Provision: Complete appointments as required giving guidance through course registration, deposit and tuition payment.
Tour Facilitation: Assist with providing campus visits and tours to prospective students / families / groups.
Customer Service Leadership: Be a standard bearer for customer service for all enrolment staff.
Admissions Oversight: Provide oversight and facilitation of the full admissions process, from inquiry-to-enrolled.
Service Quality Assurance: Ensuring team members focus on quality customer service, while achieving key benchmarks and goals.
Marketing Collaboration: Coordinate with University marketing initiatives, while relaying real-time effectiveness.

7. Admissions Manager Overview

Event and Liaison Support: Assist with TWU Live!, campus visits, and liaise with any regional fundraising and Alumni representatives to develop and follow-up contacts with prospective students.
Representative Communication Maintenance: Maintain contact with representatives to update them on current university life, campus developments, and recruitment activities.
Professionalism Modeling: Consistently model professionalism, efficiency, and high-level productivity.
Training Assistance: Be actively involved in assisting with the training of new Admissions Counsellors.
Coaching Provision: Provide ongoing coaching, through weekly meetings and assistance with running of weekly meetings.
Feedback Delivery: Provide feedback to the Executive Directors of Undergraduate and Graduate Enrolment for the purposes of supervision and the performance review process.
Enrollment Plan Contribution: Actively contribute to the annual enrollment plan with the Enrollment leadership team.
Work Ethic Demonstration: Be an example of daily work ethic and professionalism.
Campus Cooperation Foster: Foster campus cooperation, mutual understanding, and appreciation through liaising with campus departments as required, outside institutions as well as parents, students, and other customers.
Committee Membership: Serve as a member of the various committees.
Executive Support: Assist the Executive Directors of Undergraduate and Graduate Enrolment.
Professional Knowledge Expansion: Expand the knowledge of the Admissions profession through regular involvement in professional activities such as the annual NACCAP workshop, reviewing literature related to recruitment in higher education, and other topics relevant to the promotion of university education at TWU.
Team Development Encouragement: Encourage and support team members to engage in professional development.

8. Admissions Manager Details and Accountabilities

Revenue Accountability: Drive the company's enrollment and revenue targets and be accountable for results
Strategy Implementation: Implement plans, strategies and tactics for achieving the company’s admissions goals
Team Management: Manage the admissions team, operations and resources to deliver profitable growth
Staff Development: Hire, coach, and provide continuous training for enrollment advisors
Training Program Development: Build training programs that enable people to achieve potential
Process Optimization: Define repeatable admissions processes and identify improvements
Customer Satisfaction: Manage customer expectations and contribute to a high level of customer satisfaction
Forecasting Accuracy: Provide detailed and accurate admissions forecasting and reporting
Market Analysis: Monitor customer, market and competitor activity and provide feedback to company leadership team
Marketing Collaboration: Work closely with the marketing function to establish successful support, channel and partner programs
Relationship Management: Manage key customer relationships and participate in closing strategic opportunities
Sales Leadership: Lead and scale the sales efforts and drive admissions to the program
Telesales Management: Lead the Tele sales calling team and Live sessions conduction efforts
Sales Oversight: Day to day management of the sales process and related tasks
Sales Enhancement: Identify opportunities for driving sales and sales process efficiency
Strategic Planning: Devise tactical and strategic plan of action

9. Admissions Manager Tasks

Process Refinement: Refining the admissions process, including interview materials, rubrics, and data to inform decision-making, to support the admission of students best placed to succeed on the programme
Process Innovation: Evolving the design of the admissions process year-on-year to continue to pioneer in admissions and widening access
System Development: Developing efficient internal systems for processing direct applications and applications from UCAS
Process Management: Oversee and administer the delivery of the admissions process from application to offer, including
Applicant Communication: Communicating with applicants throughout the process and fielding queries
Training Oversight: Ensuring relevant staff have undergone required Admissions Training
Event Organization: Organising online Selection Days, including readying materials, scheduling interviews, and collating interview feedback
Accessibility Planning: Organising secure in-person Selection Days for applicants who cannot attend online interviews (e.g., lack of access to digital devices, Specific Learning Differences)
Support Coordination: Liaising with Student Support department on reasonable adjustments for applicants
Results Management: Design and manage personalised approach to Results Day
Contextual Analysis: Conduct contextual analysis of all applicants, applying contextual flags where applicants meet Widening Participation criteria as set out in Admissions Regulations and Procedures
Data Consolidation: Condense contextual analysis, applicant information and performance at interview into applicant data sheets for Admissions Decisions Committee
Data Compliance: Ensuring applicant data is handled in line with data protection regulation and LIS’s Data Protection Policy
Reporting: Provide reports on admissions process to Academic Council and Equality, Diversity and Inclusion Committee
Data Communication: Effectively communicate admissions data with wider team

10. Admissions Manager Roles

Expertise Provision: Acting as the subject matter expert for admissions-related updates, projects, and consultations, providing input to inform the admissions strategic direction.
Evaluation Oversight: Providing oversight on all applicant evaluations and admission decisions consistent with Sheridan’s strategic vision, admissions policy/procedure, best practice, and experience to lead the team in converting applications into students.
Process Improvement Leadership: Developing, recommending, and leading implementation of solutions to improve applicant experience and applicant processing.
Application Management: Managing team priorities and the processing of applications to maximize the enrollment plan targets.
Enrolment Strategy Feedback: Providing feedback and insight into the setting of enrolment targets that considers the Ministry binding policy on Admissions, applicant demand, and the strategic College priorities.
Resource Management: Leading and managing the human and financial resources for the admissions team.
Committee Participation: Participating on internal and external committees, taskforces, and meetings and serves as the primary subject matter expert and contact for external organizations for all Admissions matters.
Strategy Designing: Responsible for designing an Admitting strategy at Southington Care Center that remains current with the post-acute care environment and designed to assure that Southington Care Center is meeting the post-acute care strategic needs of both its surrounding service communities and Hartford Healthcare.
Strategic Alignment: Responsible for the alignment of Admitting strategy with the clinical skill set of the Nursing department, Medical Staff, Rehabilitation Therapy Department, and other service departments.
Financial Management: Manages the reimbursement payor mix, the goal of which is to achieve budgeted revenue.
Budget Responsibility: Responsible for the budgets of the Admissions department and the front desk lobby department.
Community Strategy Design and Maintenance: Design and maintain a strategy and adjust as necessary to achieve close community ties with referral sources, community practitioners, community agencies, and other pertinent community contacts.
Staff Supervision: Supervise the front lobby Reception staff and lead them in appropriate customer service and service excellence practices.
Documentation Maintenance: Responsible for maintaining all the DPH required documentation as is applicable to an Admissions department.

Relevant Information

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