Undergraduate Admissions Counselor I/II

Location: San Antonio, TX
Regular/Temporary: Regular
Job ID: 12969
Full/Part Time: Full Time

Org Marketing Statement

The University of Texas at San Antonio is a Tier One research university and a Hispanic Serving Institution specializing in cybersecurity, health, fundamental futures, and social-economic transformation. With more than 35,000 students, it is the largest university in the San Antonio region. UTSA advances knowledge through research and discovery, teaching and learning, community engagement and public service, and with an intentional focus on career readiness the university produces more graduates for the workforce than any other institution in the region. It is a catalyst for socioeconomic development and the commercialization of intellectual property - for Texas, the nation and the world. UTSA has been recognized as a Top Employer in Texas by Forbes Magazine. Learn more online, on UTSA Today or on X (formerly Twitter), Instagram, Facebook, YouTube or LinkedIn.

In 2024, the UT System Board of Regents authorized UT System to begin integrating UTSA and UT Health San Antonio into one unified institution, establishing a world-class university that integrates academic, research, and clinical excellence to build a profoundly impactful university of the future. Driven by a vision for growth and impact, this merger will expand capacity to offer robust undergraduate and graduate programs, attract top-tier faculty and staff, develop innovative initiatives, and elevate transdisciplinary research to address the evolving needs of the region.

Posting End Date: Applications will be accepted through 11:59 PM CDT on 01/24/2025. At the discretion of the hiring department, this position posting may close once a sufficient number of qualified applications have been received.

Salary Range: $41,817- $46,315 annualized, commensurate with education, experience and qualifications.

Hours: up to 40 hours per week, exempt.

Required Application Materials:

• Resume is required.
• Cover letter is preferred.

Essential Functions

Undergraduate Admissions Counselor I/II

Job Summary

Assist with communication, follow-up, and case management within recruitment RFI and queue systems, and enhance CRM workflows and operational processes on the Salesforce platform. This role supports the effective use of Salesforce to strengthen recruitment efforts and improve engagement with prospective students.

Scope: Provide support in managing CRM processes for case management, campaign execution, and SMS communications. Assist in developing and maintaining workflows and automations to enhance recruitment efforts. Additional tasks include helping generate and audit reports, reviewing dashboards, and supporting assessments of recruitment performance data. This role also contributes to training initiatives, quality control, and process review to maintain consistency and accuracy in recruitment-related Salesforce functions. Working closely with the Senior Admissions Counselor, Associate Director, and Director of Freshman Recruitment, this position supports the ongoing improvement of recruitment and communication strategies within Salesforce to help meet departmental goals.

Core Responsibilities

Level I/Level II

• Conduct first-level communication with prospective students through university-level Request for Information (RFI) inquiry sources, SMS communications, and departmental queues, ensuring prompt and effective responses.
• Assist with case management and quality control across all inquiry responses, for consistency in information, messaging, and timelines. Identify areas for improvement and provide training to address any deficiencies.
• Assist in training programs on CRM functionality for recruitment staff. This includes updates, retraining on system changes, and creating testing scenarios for onboarding new staff members.
• Work closely with Senior Admissions Counselor and cross-functional teams to design and implement improvements to CRM dashboards, reporting, and resource development.
• Help establish planning, scheduling, execution, and auditing of prospective student outreach campaigns via phone and text messaging through the CRM system.
• Manage virtual territories (regional/local) and serve as a backup for travel and recruitment as needed. This includes visiting high schools, providing counseling and outreach for students and parents, and ensuring comprehensive coverage of recruitment efforts in assigned areas.
• Maintain a high level of working knowledge of university information, organization, opportunities, and policies.
• Promote safety and environmental protection by working in a safe manner; immediately reporting unsafe situations, spills, and accidents; following University safety plans/procedures/protocols; and participating in appropriate safety training.
• Performs other duties as assigned.

Level II

• Assist with establishing plans for second-level communications workflows for all inbound escalated Salesforce inquiries. This includes improving case and text turnaround times to optimize the prospective student experience.
• Collaborate with recruitment leadership and CRM Systems team to test, train, and implement new functions and enhancements.
• Partner with recruitment leadership for strategic planning sessions to review CRM system, helping assess and shape the department's recruitment strategies based on data insights.

Required Qualifications

Undergraduate Admissions Counselor I/II

• Bachelor's Degree from an accredited university.
• Ability to work cooperatively and constructively with departmental staff, university administration, community members, external partners, and organizations.
• Preferred experience in engagement, contract negotiation and communications, project management, and logistics for high impact engagement and events.
• Demonstrated organizational, written, and verbal communication skills.
• Excellent interpersonal skills; organizational skills; ability to multi-task and work cooperatively with others.
• Standard Office Equipment.

Level I

• One (1) year full time equivalent experience in admissions, recruitment, or related enrollment/ student service.
• Master's degree can substitute for required experience.

Level II

• Two (2) year full time equivalent experience in admissions, recruitment, or related enrollment/ student service.
• Master's degree can substitute for one (1) year of required experience.

Preferred Qualifications

Undergraduate Admissions Counselor I/II

• Two (2) years of experience in admissions and recruiting in higher education institutions.
• Two (2) years of experience with Salesforce CRM software, BANNER Student Information Systems, and report building/ maintenance.

Additional Information

• UTSA is a tobacco free campus.
• This is a security sensitive position. Employment is contingent upon a successful background check.
• Applicants selected must be able to show proof of eligibility to work in the United States by time of hire.
• Valid driver's license and Motor Vehicle Record (MVR) as applicable.

Working Conditions

• Evening and weekend hours may be frequent.
• Travel may be required with personal car and/or company car. Must have valid driver's license by first day of employment; Driver record and training will be required.

Physical Demands:

• Ability to lift to 40lbs.
• Must be able to sit or stand for many hours.

This position primarily works remotely in Texas but may work on campus on an infrequent basis (approximately four days or less per month). When an employee is required to work on campus, travel and parking expenses are the employee's responsibility. Applicants must be adaptable and open to working in both environments.

Equal Employment Opportunity

As an equal employment opportunity and affirmative action employer, it is the policy of The University of Texas at San Antonio to promote and ensure equal employment opportunity for all individuals regardless of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability or genetic information, and veteran status. The University is committed to the Affirmative Action Program in compliance with all government requirements to ensure nondiscrimination. Women, minorities, people with disabilities and veterans are encouraged to apply. UTSA campuses are accessible to persons with disabilities.