ENROLLMENT SERVICES - Communication Systems Coord
Job Classification
Salaried Full-time (75-100%)
Position summary
Executes and manages marketing and communication plans for Enrollment Management and other departments. Manages student staff and graduate assistant with the day-to-day execution of processes, supervisors electronic information delivery, and data entry, customized mailings, ensures student coverage of Switchboard Operations, and the Enrollment inventory of promotional materials. Works to executes and implement automated electronic communication using the CRM, and merging of hardcopy processes to online. Provides support services to Enrollment Management and other departments as needed.
Qualifications summary
REQUIRED SKILLS
Leadership skills, planning and organization skills, needs to be detail oriented, have excellent customer service philosophy, holds managerial skills, must be a self-starter and motivator of staff, be a visionary, and also have a good understanding of Banner, HTML coding, CRM software (Microsoft Dynamics) and major software suites (Microsoft). Ability to troubleshoot and decipher communication plan discrepancies and other mediums that will aid in effective communication.
Must be a Seventh-day Adventist in good and regular standing.
Duties and responsibilities
Recruit (CRM) Software
- Assists Director of Communication and CRM Administrator to Configure, manage, and maintain mission-critical CRM application to ensure maximum usability and system availability for enrollment of undergraduate students
- Works with CRM Administrator on the training, problem-solving and creating of process manuals
- Executes the planned communication and campaigns through the CRM
- Works to increase knowledge of CRM application updates, news and user group activity
- Assists with creating needed reports and dashboards to ensure they are available for those that need them
- Works closely with the CRM Administrator to ensures that key user groups thoroughly test new configurations and/or versions of the CRM Application before upgrades or changes are made
- Works with the CRM Administrator to analyze and troubleshoot problems with end users to assess needs and determine optimum solutions; utilizing CRM product manuals, Ellucian Customer Support, user support groups, and Andrews ITS Administrative Systems staff as needed
- Executes exports/imports from third-party partner applications, ensuring that data and timing needs are met, such as ACT, SAT, pSAT, NRCCUA, Chegg, ZeeMee
- Assists the Director of Communication and Data with maintaining data integrity, through return checks of data
- Assists the Director of Communication and Data, as well as Director of Admissions with data correction needs
Communication
- Works closely with IMC, Director of Communication, Banner Specialist and/or ITS department to implement the needed automation for communication with students
- Working with ITS to automate the weekly lists, both new and cumulative lists
- Participates in the monthly joint ITS and Enrollment meetings
- Executes the weekly progress reports that go out to campus on prospective students
- General advising of usage by staff and student workers regarding Social Media such as Facebook, Instagram, and ZeeMee.
- Implementation of HTML emails through the use of Exact Target
- Works to maintain letters in LetterGen for the communication plans
- Executes strategic communication plan – student plan, parent plan & academic department plan
- Develops automated communication process – letters, postcards & emails
- Maintains and distributes specialized lists to academic departments
- Manages the customized delivery of information to prospective students
- Maintains and manages the tracking of where interests originate from to assist with marketing
- Manages requests for information from the Social media outlets
- Provides support services to undergraduate recruiting initiatives
- Provides undergraduate academic departments with recruiting materials
- Ensures that academic departments receive weekly list of prospective students
- Develops and manages Andrews University information and resource kits to academies, Christian colleges, regional colleges, additional feeder schools
- Supervises the Enrollment Communication Center process of delivering information to prospective students in a timely manner
- Coordinates projects with Integrated Marketing and Communications (IMC)
- Supervises the Communication Center on Mailings, Postcards to prospects not reachable by phone or email, Department requests, and Recruiter needs (on-the-road materials and displays)
- Supervises Enrollments weekly accounting of materials and promotional pieces
- Coordinates with IMC for material orders
- Maintains the inventory stock for Student Visits and Enrollment Coordinators
- Screens emails both direct and respond’s to all emails coming to enroll@andrews.edu
- Works to automate the responses to emails for more efficiency
- Develops communication for the collegiate distance education prospective students
- Supervises the execution of the communication plan for collegiate distance education
- Supervises the data entry process for prospective students.
- Supervises the sorting, tracking, preparing, and correcting of source documents and identifying/interpreting data to be entered
- Supervises all returned mail for Enrollment Management
- Develops data entry processes for the collegiate distance education prospective students
- Supervises and trains students on the new data entry processes for collegiate distance education prospective students
- Surveys new students, guests, students that do not come and other needs as necessary through Class Climate
Enrollment
- Orders office supplies for Enrollment Management.
- Prepares Purchase-Order requests for Enrollment Management.
- Maintains the office copy machine
- Assists as assigned with the Preview Weekends and other Enrollment Events
- Actively participates in assigned meetings with recruiters, departments and combined meetings with Student Financial Services
- Supports Enrollment initiatives as a team
- Participates in Enrollment Management office planning and development
- Assists with campus-wide prevue training for academic departments, both staff, and faculty
- Attends Enrollment related conventions and workshops as budget allows (AEA, ACT, BUGMI)
Supervisory responsibilities
- Manages the hiring and training of 12-15 student workers and sets student worker hourly rates according to evaluations
- Manages a part-time graduate assistant
- Manages ECC budget, Postage, International Postage and Student Wages and student worker hours
- Manages the student’s weekly hours
- Manages and trains Student Switchboard Operators to provide accurate information to callers requesting information about on campus people, places, and events.
- Manages the University 800 number and its student's staff coverage from 9 am to 5 pm
- Manages the recording for the menus for the University switchboard
- Manages the recording of voicemail messages for main University phone number (471.7771), (0) and toll-free number (1.800.253.2874) for holidays and school closures
- Manages the continued tracking of the University switchboard usage for further changes to the menu options
Qualifications
EDUCATION and/or EXPERIENCE
Required an associate’s degree or equivalent from two-year College or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience. Bachelor’s degree preferred.
LANGUAGE SKILLS
Able to read, write, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Able to write reports, business correspondence, and procedure manuals. Able to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
MATHEMATICAL SKILLS
Able to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Able to apply concepts of basic algebra and geometry.
REASONING ABILITY
Able to solve practical problems and deal with a variety of concrete variables in situations where limited standardization exists. Able to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must be a Seventh-day Adventist in good and regular standing.
Technical competencies
N/A
Interpersonal interactions
Must be able to interact with students, faculty and staff, making sure their needs are met, dealing with all levels of issues.
Provide outstanding customer service to the academic and co-curricular community.
Physical demands
A successful individual will be able to meet the physical demands described here to perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions. This job requires the employee to:
- sit for periods of a few hours at a time
- use hands with freedom
- reach out with hands and arms
- stand and walk
Work environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
This position works in an open floor plan with a desk positioned to view the room of student workers. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Evening and weekend work are often required as it relates to enrollment and registration events year-round.