What are the responsibilities and job description for the Director of Admissions position at Pacifica Graduate Institute?

Salary : $87,500.16 - $96,000.00 Annually

Location : CA 93108, USA

Job Type : Full-Time

Remote Employment : Flexible / Hybrid

Job Number : 202400027

Department : Admissions

Opening Date : 12 / 23 / 2024

Closing Date : 2 / 6 / 2025 11 : 59 PM Pacific

Description

Pacifica Graduate Institute is an Equal Opportunity / Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by nondiscrimination policy.

SUMMARY :

Under the general supervision of the Vice President of Strategic Enrollment and Student Success (VPOSESS), the Director of Admissions (DOA) will perform functions critical for reaching departmental goals and ensures satisfaction with the Office of Admissions. The DOA will supervise admissions advisors and coordinators and oversee both admissions advising and operations. The DOA will work closely with faculty and staff to streamline processes through the applicant funnel. The DOA, in collaboration with the VPOSESS, will ensure that the admissions office conforms to institutional policies and procedures.

Examples of Duties

ESSENTIAL DUTIES :

Operations and Infrastructure

Oversee and maintain data integrity between the CRM, SMS, Microsoft Teams, and other Pacifica systems.?
In collaboration with the VPOSESS, monitor the inquiry through deposited admissions pipeline and device strategies to improve and expedite prospects in the admissions funnel.
Provide leadership support and supervision while advising admissions advisor on how to admissions funnel
Assist the Associate Director of Admissions Operations (ADAO) in processing special cases such as re-admits, withdrawals, and correspond with the appropriate departments to facilitate processes.
Update all admissions documents, policies, and procedures.
Prepare and send Enrollment Agreements and Admissions letters to prospective students.
Retrieve and process remittances through Paypal and other payment platforms.
Performs professional research and analysis related to admissions activities, effectiveness, and business impact; researches industry standards, trends, best practices, and emerging technologies; designs and prepares reports.
External and internal document preparation for students and staff.
Collaborate with VPOSESS, ADAO to create expeditious technical, theoretical, and systemic enrollment infrastructure.
Assist with reviewing and creating automated workflow and other correspondences with prospective students.
Monitor and reconcile enrollment reports from the CRM and SMS.
Assist in maintaining data integrity in the CRM, SMS, and the Admissions MDrive.
Collaborate with senior administrators to implement best practice data-based recruitment and enrollment management systems called for in the strategic roadmap.
Partner, manage and develop the admissions staff while providing opportunities for continued professional development.
Work with the VPOSESS and Director of Marketing to create and design advertisements and promotional materials that will help increase student recruitment.
Assist the VPOSESS and Director of Marketing in constructing and scheduling automated workflows to contract prospect timeline in the admissions funnel.
Collaborate with the VPOSESS and Director of Marketing in the creation and implementation of an admissions communication plan that will trace all interactions from first contact with a potential applicant through matriculation.
Oversee and approve gift items for recruitment of new students.
Direct, implement and refine processes, systems, and documents pertaining to review of new student applications as well as applications of students applying for readmission.
Assure comprehensive evaluation and assessment of all applicants.
Manage the preparation of admissions decisions and related processes, including final approval of applications, data entry and letter generation, and management of applicant responses.
Play a leadership role in developing and organizing orientation events for all new graduate students.

Interdepartmental Collaboration

Collaborate with academic departments to ensure thorough review of applicant admissions eligibility and acceptance process.

Liaise with OSESS Directors, Department Chairs, and Faculty regarding policies, procedures, and timelines.

Work in conjunction with Financial Aid to ensure student financial aid is processed in a timely and efficient manner.

Coordinate application completion activities with ADAO and individual departments.

Assist in maintaining PGI admission website pages and communication templates by reporting communication needs to VPOSESS.

Stay current on a wide range of university policies, school-wide policies, and educational trends affecting graduate students, admission and recruitment practices for professional programs.

Ensure a positive work environment that puts the needs of the student first while fostering a team oriented approach in coordinating student needs with other departments.

Liaise with chairs for best, expeditious practices between advisors and chairs.

Regularly meet with academic departments on admissions practices and to foster better communication between advisors and faculty.

Liaise with Library Services on latest offers for admissions to promote to new incoming students.

Liaise with the Academic Affairs and Student Services regarding orientation and other communication once students are accepted.

Student Recruitment, Counseling, and Advisor Support

Streamline advisor funnel processes.

Provide outstanding student centric service to applicants and prospective applicants.

Communicate effectively when working with prospective, future and current students while avoiding misrepresentation at all times.

If necessary, respond to new inquiries quickly and maintaining consistent communications with prospects throughout the admission process.

Build relationships with prospective students by conducting telephone based interviews to qualify them on their educational goals and interests, explaining available academic programs, advising them on admission requirements, and ensuring that all admission paperwork is completed. This may also include providing more in-depth counseling for undecided students.

Counsel applicants one-on-one on admission policies and procedures. Evaluate and offer solutions to applicant problems and requests regarding admission.

Make decisions and / or recommendations concerning admissions, while appropriately adhering to all policies and procedures.

Follow-up with prospective students to ensure all obstacles have been addressed, the prospect attends orientation prior to the start date and the prospective student has a positive experience.

Through the lens of diversity, equity, and inclusion, develop operations strategies to assist and onboard a diverse student population domestically and internationally.

Formulate outreach policies and procedures in consideration of diversifying Pacifica's student body.

Ensure that outreach and recruitment practices are sensitive to the contemporary socioeconomic, racial, and equity discourses.

Reporting, Data Analysis, and Ethics

In collaboration with advisors, maintain time-sensitive log for tracking and following up with prospective students.

Utilize databases to constantly generate a pipeline of high value applicants.

Accurately forecast new incoming students by program in order to assist in planning for cohort starts and sizes.

Input all activity into database management system in a timely and accurate manner.

Submit required reports and projects in a timely manner.

Maintain and organize inquires and enrollment paperwork.

Achieve performance goals for each term by maintaining targeted conversion metrics at each stage of the admission process on a consistent basis.

Monitor applicant and inquiry reports, including forecasts, on a regular basis.

Adhere to company Admissions Code of Ethics, policies and procedures.

Work compliantly within federal and state regulations.

Typical Qualifications

Education and / or Experience

Bachelor's degree, Master's preferred.

Minimum of 5 years of progressively responsible experience in admissions and enrollment.

Experience in the director level in admissions.

Proficient in Microsoft Office Suite - Excel, Word, and Powerpoint.

Experience with CRMs (i.e., Slate), with ERPs (especially Power Campus, Jenzabar), event registration software (i.e., EventBrite), SurveyMonkey, and DocuSign are strongly desired.

Experience working in an academic environment.

Excellent interpersonal, communications, public speaking, and presentation skills.

Exceptional attention to detail.

Exceptional oral and written communication skills.

Ability to handle and prioritize multiple tasks and work effectively, independently, and efficiently with tight time constraints.

Ability to work a varying schedule to include evenings, weekends, extended hours and occasional holidays when needed.

The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal.

Yes, I understand and agree

No, I do not agree

Do you have at least minimum 5 years of progressively responsible experience in admissions and enrollment experience?

Do you have a Bachelor's degree or higher in psychology or a related field?

Required Question

Salary : $87,500 - $96,000

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