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Enrollment Coordinator
Enrollment Management
Vacancy number 301266
Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 07/07/22 Closes: 10/11/22
Salary: $47,000-$53,000
• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans
The enrollment coordinator is responsible for reviewing the status of admission applications including supporting materials in student information systems. Identify errors and omissions following procedures to correct applicants’ records in PESO, Image Now, and/or CRM (Salesforce/TargetX). The coordinator serves as liaison for prospective students to complete their admissions applications and enroll through implementing processes, policies, guidelines to ensure good quality data in compliance with policy and/or regulatory obligations. Responsible for advising prospective students for any residency errors on applications or other associated materials required during the application process. Responsible for assisting in enrollment goals by contacting prospective students via phone, email, texting, face to face and other communication methods. Through active listening, information solicitation, and analysis of student’s needs, the coordinator must manage, influence and motivate qualified prospective students and new applicants to complete enrollment applications.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document and attach it in the resume location.
Key Functions/Responsibilities/Tasks:
Cultivate and advise prospective graduate and undergraduate students as they make decisions about furthering their education by providing information about the University, its programs, procedures, and campus life. Advise prospects on the aspects of UBalt including program choices, financial aid, assistantships, admission, registration, and campus life. Regularly communicate with inquiries and applicants delivering appropriate messages at all stages of the recruitment funnel.
Facilitate admissions applications by intervening in application processing to resolve errors related to download and data entry of applications using PeopleSoft, Salesforce, and Image now. Rectifying students with duplicate IDs. Routinely move students through the stages of the admission process from incomplete to pending to admit status. Process term changes, withdrawals, and program/plan changes within the Office of Admission. Coordinate with the Records Office when students are matriculated and/or enrolled. Routinely respond to data, processing or hardware/software related inquiries, requests, and problems.
Provide assistance to students through outreach and troubleshooting when trying to navigate the electronic application and/or locate missing documents. Provide timely, accurate, and appropriate follow-up to inquiries and applicants. Respond to all emails and phone calls the same business day or within 24 hours. Maintain thorough and current knowledge of program requirements and policies through regular contact/meetings with EM staff and leadership.
Expedite the processing of application exceptions or stalled applications using electronic workflow, CRM (Salesforce/TargetX), (ImageNow) and PeopleSoft to review, verify, and update application status daily. Ensure complete admissions files for applicants by scanning documents and linking documents from ImageNow to PeopleSoft records, and updating checklist status, education screens, and other data in the CRM and PeopleSoft as needed. Expertly use enrollment technology (CRM, Peoplesoft) by using relevant fields, dashboards, and reporting to check application status, manage outreach, and provide assistance to applicants, admissions staff, and program directors and advisers. Identify any problems with technology and work with enrollment technology team to develop solutions.
Review initial residency documentation and outreach to applicants regarding any residency errors on applications or associated materials. Makes residency changes upon receipt of supporting documents from students. Documents residency changes for auditing purposes. Assisting with on-campus events providing hands-on support at application workshops. Help with preparation and coordination of events by serving on event committees. Work with other offices in the division to resolve duplicated IDs in the system.
Monitor and maintain admissions website. This includes keeping admissions requirements up to date, checking for broken links, meeting accessibility requirements, and providing suggestions to improve the overall design and outlay of the website for the prospective students to navigate. Attend and present at recruitment events, high school visits, college fairs, community college fairs, and community college visits and other local and regional events.
Required Education: Baccalaureate degree in Business, Marketing, Public Relations, Psychology, Public Administration, Communications or related field/discipline that coordinates with/applies to the responsibilities of the position
Required Experience: One year of professional experience in admission, sales, marketing, or a related field/discipline
Required Knowledge, Skills and Abilities:
Proficiency in Microsoft Office Suite programs. Ability to learn and adapt to new technology while staying current with emerging technology; seeks opportunities to apply available technology to improve department results/service delivery. Is results-oriented; takes accountability for completing work assignments; meets commitments and deadlines. Responds with appropriate urgency to customer requests for information and/or assistance. Effectively follows university policies without alienating customers. Takes personal responsibility for resolving customer issues. Develops effective working relationships inside and outside immediate work area. Contributes ideas and shares information within and across work groups; shares lessons learned, documents processes.
Continually builds on and develops conceptual knowledge bases. Constructively voices new ideas; persists; takes extra steps to overcome negative responses. Anticipates customer needs; communicate relevant changes; distributes helpful information.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UBalt Vacancies
The Candidate Gateway system serves as your connection to The University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UBalt’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at The University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UBalt and current employees) with login and password for MyUBalt: use the internal applicant link, log into MyUBalt, then click the “View or Apply for Job Positions” link on the left.
http://www.ubalt.edu/hr
•Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
•To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
•Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
The University of Baltimore ("UBalt" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UBalt is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.