Human Resource Department
Classified
Full Time

General Description and Purpose

The Coordinator of Special Program Admissions, an on-site position, is responsible for coordinating all college activities related to recruiting, admissions and onboarding, for the Electrical Power Technology (EPT), assigned special programs, and international student admissions and onboarding. The position exists to ensure that recruiting and enrollment goals are met and to provide services for prospective students and enrolled students interested in special programs.  Also, to develop and maintain the communication flow for all stakeholders in these market segments. This position is responsible for recruiting, admissions and onboarding of students for targeted programs determined as enrollment priorities by the administration. The Coordinator of Special Program Admissions is directly responsible to the Director of Admissions. This position also assists and supports general admissions and retention initiatives and is expected to work with the Registrar, Coordinator of Enrollment Services, Director of Allied Health, marketing and communications, and administration to facilitate relations, support services and coordination. This position also serves as the Host Home Program facilitator and primary contact for prospective and existing home hosts. The Coordinator of Special Program Admissions is expected to demonstrate a collaborative and professional work ethic and philosophy of higher education that is compatible with the mission and values of a comprehensive community college.

 

Primary Functions/Responsibilities

 Electrical Power Technology (EPT) & Special Program(s) Admissions

  1. Serve as the institution’s primary point-of-contact for EPT recruiting and onboarding.
  2. Coordinate a comprehensive EPT and assigned special programs recruiting plan which includes relationship marketing/recruiting case management, goal tracking and accountability.
  3. Coordinate and implement day-to-day EPT and assigned special program admissions processing, including the intake documents, materials and data required for determining entrance into the EPT and special programs.
  4. Coordinate and implement communication and engagement with prospective students, employees, external parties interested in receiving information about the EPT and special programs.
  5. Coordinate, implement and administer day-to-day communication with prospective students, school officials, others, including, but not limited to, telephone communication, social media, email and face-to-face.
  6. Data entry and processing of data required to determine applicant eligibility to the program.
  7. Work with Data Services to track EPT and special program recruiting and admissions data, EPT and program enrollment data as well as maintain the necessary reports for tracking and trend analysis.
  8. Coordinate institutional representation at recruiting events as requested.
  9. Coordinate on-site visits to various industry partners as requested. Plan recruiting materials with the marketing and communications department and the Vice President of Student Services.
  10. Compile and continually update lists of prospective students for staff, faculty, and administrative reference.
  11. Maintain and report all statistical information as requested.
  12. Remain current on enrollment trends and up-to-date practices.
  13. Cooperate with and inform all faculty members, staff, and administration of matters pertaining to recruiting and retention of EPT and special program students.
  14. Maintain effective communication with the Vice Presidents and President on the EPT and assigned special programs and day-to-day operation status; communicate any problems that may occur.
  15. Other duties as assigned by, Director of Admissions, Vice President, and President.

Admissions – Targeted Programs for Enrollment

  1. Provide additional one-on-one (telephone, text, email) communication to prospective students listing an interest in a targeted program for enrollment.
  2. Identify what action (with the student, program faculty, coach, and admissions recruiter) is required for student to “commit” and enroll at Pratt Community College.
  3. Confer with program faculty to identify one unique recruiting initiative for the program to “host, attend, or initiate” which will positively impact enrollment of students in the targeted program. Examples include but are not limited to: Attendance/staffing at a special event, special campus visit day, unique correspondence to student, counselor HS tech faculty, coordinate on behalf of faculty a special presentation in a high school classroom. Associated costs will be the primary responsibility of the program, although may be shared with admissions if budgeted.
  4. Utilize the Fall Enrollment Tracking Report “majors tab” (by Data Coordinator) to track program majors and ensure goal achievement.
  5. Assume joint responsibility for recruiting targeted program majors and achievement of program goals established through Office of Instruction and or President’s Cabinet.
  6. Establish processes which will contribute positively to the recruitment of students, the communication with high school officials and/or business/industry representatives.
  7. Meet with targeted program prospects during campus visits and Beaver Building Day.
  8. Assist in confirming a campus visit date and enrollment date for technical program prospects.
  9. Serve as the campus liaison for targeted program recruiting, garnering an understanding of each program, their requirements, deadlines, key information and communicate this information to the admissions team and other key offices as appropriate.
  10. Other duties, as assigned, are to support technical program recruiting, communication, and enrollment.

               International Student Admissions

  1. Serve as the Principal Designated School Official (PDSO) and primary contact for international student admissions and manage admission requirements, policies, procedures, and communication for international students.
  2. Understand and stay current on international student regulations, compliance and laws.
  3. Maintain recruiting and prospective international student reports on the common drive to allow tracking of required admissions documents, and determines international student eligibility
  4. Ensures the integrity of the academic record (official transcript) by confirming that every student has submitted external official transcripts.
  5. Collect and maintain data for frequent reporting, evaluation, and trend analysis.
  6. Cooperate with and inform all faculty members, staff, and administration of international student recruiting and compliance status matters.
  7. Serve as the institution’s point-of-contact and manager of the Student and Exchange Visitors Program (SEVP).

 Student Services

The Coordinator of Special Programs Admissions will assist in the functional areas of admissions, registrar, enrollment, advising, college relations and communication marketing as determined by the Vice President of Student Services.

  1. Serve as the facilitator and primary contact of the Host Home Program.
  2. Assist with admissions duties related to new student recruitment and retention, including management of an assigned recruiting territory.
  3. As requested, assist with student advising, testing, and enrollment processing.
  4. Assist with new student transcript and degree processing as requested.
  5. Assist with communication to prospective and enrolled students through social media, direct mail, email, and personal contact as requested.
  6. Assist with campus events related to admissions, enrollment, and college relations as requested.
  7. Participate in travel assignments by visiting high schools and attending college planning conferences as requested.
  8. Cooperate and assist with other Student Services. Attend and support college events and activities as appropriate.

 

Coordination and Accountability Tasks

  1. Assist the Director of Admissions and Vice President of Student Services in the operation of an overall EPT and special program recruiting and retention plans.
  2. Collaborate, communicate and coordinate with the EPT and assigned special program(s) department faculty/staff, program partners, college employees and administration.
  3. General recruitment and representation of the EPT and assigned special programs through various mediums such as, but not limited to recruiting events, meetings, information sessions, online, partnership initiatives, etc.
  4. General recruitment and representation for targeted programs for enrollment through various mediums such as, but not limited to recruiting events, meetings, information sessions, online, partnership initiatives, etc.
  5. Frequent participation in staff development, in-service training, and educational advancement.
  6. Serve on college committees as assigned.
  7. Develop and submit reports as requested.
  8. Assist students with understanding financial aid and scholarship information as needed.
  9. Maintain an emphasis on quality service to internal and external customers.
  10. Perform other duties assigned by the Director of Admissions and/or Vice President of Student Services.

 

Supervises the Following Staff

None

 

Required Knowledge, Skills, Abilities, and other Characteristics

  1. Be prepared and available to effectively and efficiently perform in a primarily on-site, mission-critical role at Pratt Community College.
  2. Develop a professional and solid rapport with department staff, faculty members, staff and administration members.
  3. Willing to work evenings and/or weekends with a flexible work schedule.
  4. Willing to travel within the state of Kansas as requested.
  5. Self-starter and can work with little direct supervision and successfully in a collaborative work environment.
  6. Understanding of non-traditional instructional methodologies appropriate for delivery to secondary markets.
  7. Excellent skills in oral and written communication, organization and human relations.
  8. Execute computer skills in the use of word processing, databases, spreadsheets, and other areas as needed.
  9. Multi-task and demonstrate excellent time management, customer service, marketing and sales skills, with a student-centered philosophy.
  10. Work with a diverse population and support diversity awareness.
  11. Understand and support the mission, philosophy, vision, goals and objectives of PCC.
  12. Possess a high degree of ethical standards, including adherence to general rules for safety and procedures.
  13. Implement marketing techniques and needs assessments.
  14. Apply a sales management approach, including tracking and reporting of productivity.

 

Experience

  1. Two years prior experience in college admissions, outreach or student personnel operations required.
  2. Exposure to recruiting practices and procedures as well as retention procedures of both the traditional and non-traditional students required.
  3. Excellent interpersonal communication and management skills required.
  4. Two years of administrative experience with an online student information system is required.
  5. Experience in problem solving required.

 

Education

  1. Associate’s degree in Business, Communications, or related field required.
  2. Bachelor's degree in Business, Communications, Student Personnel Services or related field preferred.
  3. Master’s degree preferred in Educational Administration or Student Personnel Services.

 

Certifications and/or Licensure

   Must successfully complete background check with Homeland Security to be given clearance to work with Student and Exchange Visitor Information System (SEVIS) regarding international students.

 

Work Conditions/Environment

Office setting, as well as frequent traveling throughout the state. Must be able to walk across campus and access various types of buildings.

 

Other

The position requires evening and weekend work.