POSITION SUMMARY
The Assistant Director of Admissions supports the Director of Admissions in the overall leadership, administration, and performance of the Admissions Department. This position plays a critical role in recruiting, engaging, qualifying, and enrolling prospective students while ensuring that admissions operations are organized, efficient, compliant, student-centered, and aligned with the institution's enrollment goals.
The Assistant Director of Admissions will assist in overseeing the entire admissions funnel:
Lead → Contact → Appointment → Application → Qualified Applicant → Enrollment
The successful candidate must be highly organized, proactive, detail-oriented, technologically capable, and comfortable managing multiple priorities in a fast-paced educational environment. The Assistant Director will work closely with Admissions Representatives, Student Services, Marketing, Academic Affairs, and Executive Leadership to improve conversion rates, applicant experience, staff performance, and overall enrollment outcomes.
This position is also expected to identify opportunities to use appropriate AI technology, CRM systems, automation, analytics, and digital communication tools to improve admissions efficiency and student engagement.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Admissions Operations & Leadership
- Assist the Director of Admissions with the daily management and supervision of the Admissions Department.
- Help establish, implement, and maintain effective admissions policies, procedures, workflows, and performance standards.
- Ensure that admissions activities are completed accurately, efficiently, and within established timelines.
- Monitor daily admissions activity and ensure that prospective students receive timely follow-up.
- Assist with developing admissions schedules, workflows, staffing assignments, and productivity expectations.
- Help identify operational bottlenecks and implement solutions to improve the admissions process.
- Maintain a high level of professionalism, accountability, confidentiality, and customer service throughout the admissions process.
- Serve as a resource and escalation point for Admissions Representatives when questions or complex applicant situations arise.
- Assist the Director of Admissions in developing and maintaining departmental goals, KPIs, and enrollment targets.
2. Admissions Funnel Management
Assist in overseeing and optimizing every stage of the admissions funnel:
Lead → Contact → Appointment → Application → Qualified Applicant → Enrollment
Responsibilities include:
- Monitor incoming leads from the website, phone, social media, advertising campaigns, referrals, events, and other sources.
- Ensure new leads are contacted promptly and consistently.
- Monitor contact rates, response rates, appointment rates, application rates, qualification rates, and enrollment conversion rates.
- Identify where prospective students are being lost within the admissions funnel.
- Develop strategies to improve conversion at each stage.
- Follow up with applicants who have not completed required steps.
- Monitor incomplete applications and outstanding admissions documents.
- Ensure qualified applicants are moved efficiently toward enrollment.
- Maintain accurate admissions records and pipeline statuses.
- Use CRM reporting and data analytics to identify trends and opportunities for improvement.
3. Staff Supervision, Training & Development
- Assist with supervising, coaching, mentoring, and evaluating Admissions Representatives.
- Help establish individual and departmental performance expectations.
- Monitor staff productivity, follow-up activity, appointment setting, applications, and enrollment results.
- Conduct or assist with regular team meetings, coaching sessions, and performance reviews.
- Identify training needs and recommend appropriate professional development.
- Help develop standardized admissions training materials, scripts, procedures, checklists, and onboarding resources.
- Coach staff on effective communication, student engagement, objection handling, follow-up, and ethical enrollment practices.
- Promote a culture of accountability, teamwork, professionalism, and continuous improvement.
- Assist the Director in addressing performance concerns and implementing corrective action when appropriate.
4. Marketing & Student Recruitment Support
The Assistant Director will work collaboratively with Marketing and Admissions leadership to support student recruitment initiatives.
Responsibilities may include:
- Provide feedback to Marketing regarding lead quality, applicant behavior, and recruitment trends.
- Assist with developing admissions-related marketing campaigns and recruitment initiatives.
- Help identify target populations, geographic markets, referral sources, and community organizations.
- Participate in open houses, information sessions, career fairs, community events, school visits, virtual events, and other recruitment activities.
- Assist with creating and improving admissions communications, email campaigns, SMS messages, call scripts, and follow-up sequences.
- Review marketing leads and provide feedback regarding campaign effectiveness and conversion.
- Help ensure that marketing messages accurately represent institutional programs, admissions requirements, costs, schedules, and outcomes.
5. Technology, CRM & AI Implementation
The Assistant Director of Admissions is expected to be comfortable using technology to improve admissions operations.
Responsibilities include:
- Maintain accurate and timely information within the institution's CRM and admissions systems.
- Monitor CRM pipelines and ensure that leads and applicants are properly categorized and assigned.
- Assist with developing automated follow-up sequences, reminders, appointment scheduling, email campaigns, and SMS communications.
- Identify appropriate opportunities to use AI and automation to improve admissions efficiency.
- Assist in implementing AI-supported tools such as:
- AI-assisted lead follow-up
- AI receptionists/chatbots
- Automated appointment scheduling
- Applicant communication
- Lead qualification
- Data analysis and reporting
- Document and workflow management
- Staff productivity tools
- Ensure that AI technology is used responsibly, accurately, ethically, and in accordance with institutional policies and applicable laws.
- Evaluate technology-related opportunities that can reduce administrative workload while improving the prospective student experience.
- Train admissions staff on approved technology, CRM systems, and automation workflows.
6. Applicant Communication & Customer Service
- Ensure prospective students receive accurate, professional, timely, and consistent communication.
- Assist applicants in understanding program requirements, admissions procedures, deadlines, tuition and fees, and required documentation.
- Follow up with applicants regarding missing documents, entrance requirements, financial arrangements, background checks, and other admissions requirements.
- Address applicant concerns and escalate complex issues appropriately.
- Maintain excellent customer service throughout the admissions process.
- Ensure that applicants are treated respectfully and consistently without discrimination.
- Help develop strategies to improve applicant satisfaction and reduce applicant drop-off.
7. Admissions Compliance & Documentation
- Assist in ensuring that admissions practices comply with institutional policies and applicable regulatory requirements.
- Monitor admissions files for completeness and accuracy.
- Ensure required documents are properly collected, reviewed, documented, and maintained.
- Assist with maintaining confidentiality and protecting applicant/student information.
- Ensure admissions staff understand and follow institutional admissions policies and procedures.
- Assist with preparing admissions documentation and reports for internal reviews, audits, accreditation, regulatory agencies, or leadership.
- Immediately report potential compliance concerns to the Director of Admissions or appropriate institutional leadership.
8. Reporting, Analytics & Performance Management
- Prepare or assist with daily, weekly, and monthly admissions reports.
- Track key performance indicators, including:
- Number of leads
- Lead response rate
- Contact rate
- Appointment rate
- Application rate
- Qualified applicant rate
- Enrollment rate
- Lead-to-enrollment conversion
- Applicant drop-off
- Staff productivity
- Source of leads
- Analyze admissions data to identify trends and opportunities.
- Provide recommendations to the Director of Admissions based on data.
- Assist in establishing realistic departmental goals and performance benchmarks.
- Monitor individual Admissions Representative performance and provide coaching based on measurable results.
9. Cross-Departmental Collaboration
The Assistant Director will work closely with:
- Director of Admissions
- Admissions Representatives
- Marketing Department
- Student Services
- Academic Affairs
- Financial Aid/Finance
- Registrar
- Clinical/Program Departments
- Executive Leadership
The Assistant Director will help ensure smooth communication between departments and minimize delays that could negatively affect the applicant or enrollment experience.
10. Recruitment Events & Community Outreach
- Represent the institution professionally at recruitment events and community activities.
- Assist with planning and coordinating open houses, information sessions, recruitment events, and virtual presentations.
- Develop relationships with referral sources, community organizations, employers, schools, healthcare organizations, and other potential recruitment partners.
- Follow up with leads generated from recruitment events.
- Maintain records of outreach activities and results.
REQUIRED QUALIFICATIONS
- Associate degree required; Bachelor's degree in Business Administration, Education, Marketing, Healthcare Administration, Communications, or a related field preferred.
- Minimum of 1–2 years of experience in admissions, enrollment management, recruiting, sales, higher education, career education, healthcare education, or a related field.
- Previous supervisory, team-lead, or management experience preferred.
- Demonstrated ability to manage multiple priorities and deadlines.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Strong customer service and interpersonal skills.
- Ability to work independently and as part of a team.
- Strong computer and technology skills.
- Experience using CRM systems, admissions software, Microsoft Office/Google Workspace, or similar technology.
- Ability to analyze data and use performance metrics to make decisions.
- Ability to maintain confidentiality and handle sensitive applicant information appropriately.
PREFERRED QUALIFICATIONS
- Experience working in a nursing school, allied health school, career school, college, university, or other educational institution.
- Experience with enrollment management or admissions funnel optimization.
- Experience supervising admissions or enrollment personnel.
- Experience with CRM platforms and marketing automation.
- Experience with GoHighLevel, Salesforce, HubSpot, or similar CRM platforms.
- Experience with lead generation, digital marketing, email/SMS marketing, and appointment-setting systems.
- Experience implementing AI tools or automation within business or admissions operations.
- Knowledge of admissions compliance and regulatory requirements applicable to career education or postsecondary institutions.
CORE COMPETENCIES
The successful candidate should demonstrate:
Leadership – Ability to motivate, coach, and hold team members accountable.
Organization – Ability to manage multiple applicants, deadlines, staff responsibilities, and operational priorities simultaneously.
Communication – Excellent verbal, written, telephone, email, and interpersonal communication skills.
Technology – Ability to learn and effectively use CRM systems, automation, AI tools, and other admissions technology.
Problem Solving – Ability to identify operational problems and implement practical solutions.
Data-Driven Decision Making – Ability to understand admissions metrics and use data to improve performance.
Customer Service – Ability to create a professional, supportive, and positive applicant experience.
Attention to Detail – Ability to identify missing, inaccurate, or incomplete information.
Accountability – Demonstrates ownership of responsibilities and follows through on commitments.
Adaptability – Comfortable working in a growing institution where processes and technology may continue to evolve.
KEY PERFORMANCE INDICATORS (KPIs)
Performance may be evaluated using measurable departmental and individual indicators, including:
- Lead response time
- Lead-to-contact conversion
- Contact-to-appointment conversion
- Appointment-to-application conversion
- Application-to-qualified-applicant conversion
- Qualified-applicant-to-enrollment conversion
- Overall lead-to-enrollment conversion
- Number of applications generated
- Number of qualified applicants
- Number of enrollments
- Applicant follow-up completion
- Admissions file completion and accuracy
- Staff productivity
- Staff training and development
- Applicant satisfaction and communication quality
- Effective implementation and utilization of CRM, automation, and approved AI technology
WORKING CONDITIONS
- Primarily office-based with potential for occasional remote/virtual responsibilities.
- Regular interaction with prospective students, applicants, staff, faculty, administrators, and external partners.
- May require occasional evening or weekend participation in recruitment events, information sessions, orientations, or other institutional activities.
- Must be able to work in a fast-paced environment and manage changing priorities.
- Must maintain a professional appearance and demeanor consistent with institutional standards.
AUTHORITY & REPORTING
The Assistant Director of Admissions reports directly to the Director of Admissions and works under the direction of institutional leadership.
The Assistant Director is authorized to make routine operational decisions within established institutional policies and procedures. Matters involving significant policy exceptions, compliance concerns, personnel actions, financial commitments, or other matters outside the scope of delegated authority must be escalated to the Director of Admissions or appropriate institutional leadership.
GENERAL RESPONSIBILITIES
This job description is intended to describe the general nature and level of work performed by an individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications.
The institution reserves the right to modify duties and responsibilities as necessary to meet operational, regulatory, accreditation, enrollment, and institutional needs.
Pay: $17.00 - $20.00 per hour
Work Location: In person
