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Admissions Trainer

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Job ID Req #233 Location : Austin, TX, USA; Dallas
Date posted 10/17/2019

GENERAL SUMMARY:

The Admissions Trainer will work with admissions operations staff to assess and provide feedback on skills, select training and development activities that match career development objectives and job needs, build and present trainings, and conduct the appropriate follow up with employees after a learning activity is completed to integrate new skills and knowledge into their responsibilities. The qualified individual will be required to stay informed of current policies and practices that support employee development and perform quality assurance activities across the process. In addition, the Admissions Trainer will ensure all admissions team members are fully educated to perform at a high level and increase customer satisfaction.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Training:

  • Oversee, develop and enhance full admissions trainings –dealing with admissions interview days, credit evaluations, candidate management, and other topics as assigned (e.g. Ensures that all information related to the student information system that appropriate documentation is stored in the student record, and that appropriate correspondence is sent to the applicant)
  • Develop and present new hire trainings to help prepare individuals for successful positions in Admissions Operations. Assists with continuing members of the team on admission related functions.
  • General Training to include on boarding, HR Training, annual trainings such as customer service, ethics, compliance, harassment, etc.
  • Identify strengths and areas of opportunity to identify training needs for teams and individuals
  • Facilitate individual and team training on consistent basis via different platforms, including live, virtual, recordings, and develop training modules in Blackboard.
  • Track, analyze, and understand individualized and team data to identify trainings to drive results
  • Ensure materials and collateral are current, in compliance, and being utilized properly
  • The Admissions Trainer ensures that policies and programs facilitate the continuing development of staff
  • Create programs and activities to provide skill development, such as job rotation, cross-training, mentoring, internships, coaching, and career strategy groups
  • Serve as a role model by participating in career and professional development opportunities
  • Supervision as directed by leadership to help enhance outcome performances including, but not limited to, communication flow, opening statements, probing questions, identifying motivations, overcoming concerns and building rapport
  • Ensure a current and accurate knowledge of all program offerings, policies, processes, and procedures
  • Attend all required meetings. is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Follows instructions, responds to management direction; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Seeks increased responsibilities.
  • Prioritizes and plans work activities; Works independently; Uses time efficiently; Complete work efficiently with many interruptions.
  • Demonstrates accuracy and thoroughness.
  • Reviews all applications and administers the admissions decisions process as developed and defined by the University.
  • As needed, evaluates applications, high school credentials, and prior post-secondary credentials for admission
  • Advises potential students and appropriate administrative offices on admission requirements, policies and procedures, transfer of credit, and related issues.
  • Ensures that policy is upheld and applied correctly to support institutional accreditation, programmatic accreditation and state and regulatory requirements.
  • Works closely with enrollment, academic advising, registration services, faculty, and other University administrative groups to ensure a smooth admissions process.
  • Keeps current and ensures consistent application of academic policy changes, new program roll outs, changes to existing program curriculum and policies, and state specific requirements.
  • Assists with special projects and requests, as needed and performs miscellaneous job-related duties as assigned.
  • Other duties as assigned

Quality Assurance:

  • Plans, executes and oversees inspection and testing of incoming file review process, outgoing decisions, admissions committee
  • Prevents mistakes that keep Admissions Operations from delivering solutions and services to students and internal constituent
  • Implements and develops QA standards for each admissions operation’s function. Incorporating IT and technology for the deliverables (skype, teleconferencing, webs, etc.)
  • Documents Quality Assurance activities with internal reporting and audits
  • Maintains compliant and nonconformance processing through records and tracking systems –identify root cause and corrective actions
  • Identifies training needs and takes action to ensure Admissions Operations-wide compliance and alignment.
  • Identifies and report, and resolves recurring issues
  • Provides training and support to Admissions Operations team
  • Develops and updates audit and control measures

OTHER DUTIES AND RESPONSIBILITIES

May perform other duties and responsibilities that management may deem necessary from time to time.

POSITION IN ORGANIZATION

REPORTS TO:  Director of Admissions

POSITIONS SUPERVISED: Not applicable

TECHNICAL, MANAGERIAL, and PEOPLE SKILLS REQUIRED

To perform this job successfully an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Incumbents will be evaluated, in part, based on performance of each essential function.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION and/or EXPERIENCE:

  • Bachelor's degree required.
  • A minimum of 5 years training experience required preferably in Higher Education.  Deep experience in admissions training is required.
  • Ability to evaluate student transcripts and records.
  • Ability to complete work and meet deadline requirements with accuracy and adherence to policies, procedures, and regulatory and state and federal requirements.
  • High level of comfort using computers and computer software/programs.
  • Preferred Experience with student information systems, customer relationship management systems, and document management systems. 
  • Ability to gather data, compile information and prepare reports.
  • Ability to read, interpret and apply academic and program policy correctly.
  • Excellent written communication, collaboration, analytical and oral presentation skills.
  • Detail-oriented, self-directed, and highly organized with strong time management skills.
  • Proficiency with MS Office products, Salesforce, Jenzabar, OnBase, and SharePoint.
  • Ability to work in a fast-paced, changing environment.

LICENSURE and/or CERTIFICATION

TRAVEL:

Travel to other USAHS campus locations required up to 40%.

BUSINESS COMPETENCIES:

To perform the job successfully, an individual should demonstrate the following competencies:

·Language Ability: Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

·Mathematical Ability: Ability to calculate figures and amounts.

·Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

·Computer Skills: Must be proficient in Microsoft Office (i.e. Excel, Outlook, and Word) and data entry.

·Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

·Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

·Interpersonal - Focuses on solving conflict, not blaming; Maintains confidentiality.

·Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification.

·Team Work - Able to build morale and group commitments to goals and objectives.

·Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information.

WORK ENVIRONMENT:
Work is performed primarily in a standard office environment, but may involve exposure to moderate noise levels. Work involves operation of personal computer equipment for six to eight hours daily and includes physical demands associated with a traditional office setting, e.g., walking, standing, communicating, and other physical functions as necessary. 

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