The Straz Center is looking for a new Admissions Coordinator!
Position Summary: The Admissions Coordinator is responsible for processing student enrollment and withdrawal from classes to include the set up and maintenance of accurate student records. This position serves as a primary point of contact in response to inquiries and requests for information pertaining to classes and registrations from interested parties to include both external and internal customers. The Admissions Coordinator will work with other Admissions staff to ensure the smooth operation of the department with an emphasis on providing a premier guest experience for Conservatory families.
Primary Duties and Responsibilities:
Registration and Administration:
- Assists with and is knowledgeable about the registration system to capture information from prospective students and verify accuracy of information for current students.
- Assists with processing student enrollments and other orders in Tessitura and ASAP systems.
- Assists with and is knowledgeable about the student orientation process, registration system, parking, student badges and all other Patel Conservatory policies.
- Assists with checking in students for private lessons and ensuring lesson is paid for.
- Assists with maintaining up to date class rosters for all teachers.
- Maintains a neat and organized Library.
- Provides administrative support to the education department as needed.
- Completes other Admissions-related special project duties as determined by the Admissions Administrator and/or Senior Admissions Coordinator.
Financial Interactions:
- Receives payments and processes all financial transactions into the student registration system.
- Keeps all payment information secure and confidential, closing batch and verifying totals at the end of each shift.
- Assists in processing financial aid awards and accurately applies to accounts following the standard operating procedure.
- Assists with past due balance collections.
Sales and Customer Service:
- Possesses knowledge of all Conservatory activities by becoming familiar with the catalog, events/class schedules, observing classes, attending meetings and keeping abreast of department policies.
- Possesses knowledge of Straz Center donations and benefits for Conservatory families.
- Provides information, as needed, to phone and email inquiries and walk up customers regarding classes, camps and programs offered by the Conservatory.
- Proactively turns interested parties into students through sales and thorough knowledge of performance tracks and disciplines.
- Adheres to Admission’s customer service standards while ensuring phone, email, and face-to-face inquiries from current and potential students and parents are responded to in a timely manner with accurate information regarding the Conservatory.
- Works with department leadership and Admissions staff as needed to maintain accurate enrollment waitlists.
- Takes ownership of customer issues and sees them through to resolution, ensuring that any unresolved issues are referred to the Senior Admissions Coordinator and/or Admissions Administrator.
Supervisory Responsibilities:
None
Core Competencies: Standardized job requirements for an individual to properly perform this job.
Integrity: Demonstrates honesty and ethical practices in all work-related activities according to policies and procedures with or without supervision.
Accountability: Takes ownership for deliverables and actions and contributes value to the organization.
Communication Effectiveness: Conveys thoughts and ideas effectively through written and verbal communication, listens for understanding, and is able to give and receive constructive feedback.
Collaboration and Teamwork: works effectively with others to achieve a shared goal and puts the interest of the organization above one’s own.
Customer Service Orientation: Makes the patron/customer central to all thinking and keeps the focus on driving patron/customer value.
Results Driven and Solution Oriented: Consistently delivers results that meet or exceed expectations and identifies problems early while taking appropriate action to minimize work disruptions.
Organizational Knowledge: Expands knowledge of the organization beyond one’s immediate unit/department.
Self Awareness and Personal Development: Understands the impact of one’s own actions on the organization and others and demonstrates desire, drive, and responsibility to acquire knowledge and skills necessary to perform job more effectively.
Provides Leadership: Demonstrates ability to create a positive working environment that inspires commitment to achieving organizational goals and values.
Business Practices: Utilizes methods that result in effective business operations, including budget planning and management, input on strategic planning and implementation to meet deliverables (as appropriate), risk management, and adapting to changes to maintain business continuity.
Resource Management: Strategically utilizes resources, including human, financial, knowledge, data, and technology.
Minimum Qualifications (Knowledge, Skills, and Abilities):
- Strong customer service skills.
- Strong interpersonal skills and teaming skills to create positive relationships with parents, students, and staff.
- Excellent communication skills (both verbal and written).
- Strong organizational and multi-tasking abilities.
- Detail oriented individual with strong administrative skills.
- Ability to resolve telephone and in-person inquiries in a tactful and friendly manner.
- Ability to maintain confidentiality and use appropriate discretion in the performance of job duties.
- Ability to remain poised and effective in a dynamic, fast-paced work environment.
- Ability to perform basic math equations correctly.
- Proficiency with Microsoft Office applications including Outlook, Word, and Excel. Intermediate Excel proficiency required.
- Availability to work a flexible schedule including evenings and weekends as needed.
Education and Work Experience:
- High school diploma.
- Previous experience in customer service and administration preferred.
- Spanish as a second language is helpful.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.
- While performing the duties of this job, the employee is regularly required to sit, type, talk, hear, and use the telephone. The employee is frequently required to walk or stand; reach with hands and arms and talk or hear. The employee is occasionally required to use hands to finger, handle, or feel; climb or balance and stoop, kneel, crouch, or crawl.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions.
- The noise level in the work environment is usually moderate. May experience increased noise levels and activity during peak periods while school in in session and while working events.
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