University Special Student Services Admissions & Recruitment Coordinator

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Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Admissions and Recruitment Coordinator II

Job Summary:

University Special Student Services (USSS), housed within the Division of Continuing Studies, serves as the admissions and dean’s office for UW–Madison’s special (nondegree) students. USSS receives over 5,000 applications annually and supports the enrollment and advising of students in 14 different classifications over three terms. USSS serves students across a wide range of ages, backgrounds, and educational experiences, including returning adult students, visiting students, international students, incarcerated students, and other nontraditional populations.

The USSS Admissions & Recruitment Coordinator supports the recruitment, processing of applications, admissions, and enrollment of students served by USSS while providing front-line support to prospective and current students. The position combines detailed admissions and student processing responsibilities with recruitment, outreach, and engagement activities designed to strengthen access to UW–Madison and support enrollment goals. The position serves as an important connection between prospective student outreach, admissions, and enrollment, helping students understand their options, navigate the admissions process, and connect with appropriate programs and resources.

The USSS Admissions & Recruitment Coordinator manages and reviews incoming admission applications using university systems and tools such as the UW-Madison student information system (PeopleSoft SIS), document imaging solution (Perceptive Content), Advisor Note System, Microsoft Office, and Google Suite. The position also responds to prospective student inquiries, supports application completion and follow-up, participates in recruitment, outreach, and engagement events, and develops relationships with internal and external partners that can connect prospective students with USSS programs.

The position works closely with USSS advisors and campus partners to provide a coordinated and welcoming prospective student experience. The position requires strong interpersonal skills, attention to detail, independent judgment, and a collaborative approach, as well as an interest in both the operational and relationship-building aspects of admissions and recruitment. The position also requires a creative and collaborative approach to recruitment and outreach, with the ability to identify opportunities, develop relationships, and pursue new strategies with USSS colleagues.

This position will be hybrid and require on-campus, in-person work at least one day per week (Wednesdays). Additional in-person work will be required for recruitment opportunities, events, and at key Special student enrollment periods at the start of each term.

This person is expected to be generally available during University Special Student Services business hours, 8:00am-4:30pm, Monday - Friday, although recruitment and outreach activities may require some schedule flexibility.

RESPONSIBILITIES:

Interacts with prospective and current students and provides a variety of administrative support and coordination for admissions, enrollment, recruitment, and student processes. Provides information to students, faculty, staff, and external partners regarding related processes and maintains and updates student records. Develops and implements recruitment and outreach activities in collaboration with staff and partners. Applies knowledge of programs, procedures, and policies to support student recruitment and admissions, exercising independent judgment within established guidelines and escalating more complex decisions to appropriate personnel. Strives to create a welcoming, equitable, and inclusive work environment.

40% Provides direction and support to prospective and current students on a variety of processes including application, admission, enrollment, and related student services. Responds to inquiries through email, phone, events, etc.; assists students in understanding their options and navigating application and enrollment processes; provides preliminary information regarding educational pathways; and connects students with advisors and campus resources as appropriate.

30% Reviews, evaluates, and processes admission applications and supporting materials according to established policies and procedures. Reviews transcripts and application documentation for completeness, follows up with students regarding missing information or requirements, maintains accurate student records, and identifies circumstances requiring additional review. Provides timely and accurate processing of applications and admissions decisions within established guidelines and escalates complex or unusual circumstances to appropriate personnel.

30% Explores and implements recruitment, outreach, and engagement efforts for USSS programs and student populations in collaboration with advisors, program staff, and Division colleagues. Identifies potential student populations, referral sources, organizations, employers, educational institutions, and other partners that support enrollment; helps develop and maintain relationships with prospective partners. Represents USSS at career, education, community, and recruitment events. Supports USSS orientations, receptions, student events, and other engagement activities by actively welcoming and connecting with students across USSS populations and helping connect students with USSS staff, campus resources, and opportunities.

Key Job Responsibilities:

Identifies opportunities for and develops admissions and outreach events

Reviews, evaluates, and responds to student applications according to established policies and procedures

May supervise staff and/or lead a program area

Engages in extensive outreach and recruitment events, representing the university to prospective students

Identifies, promotes, and maintains internal and external partnerships focusing on outreach, recruitment, and admission

Delivers directed admissions program messaging to internal and external audiences

Creates targeted communication plans and materials based on established goals

Evaluates program effectiveness and provides recommendations for improvement

Schedules logistics and secures resources for events to promote the Institution

Counsels prospective and admitted students on educational planning and career opportunities

Department:

Continuing Studies, University Special Student Services

Compensation:

Minimum $45,879 ANNUAL

Required Qualifications:

• •Prior experience in direct customer service.
• •Demonstrated ability to provide responsive service to individuals with varying backgrounds and experiences.
• •Strong interpersonal skills; Excellent ability to communicate both verbally and in writing.
• •Proven organizational and multitasking skills, with strong attention to detail and the ability to accurately manage information in a busy environment.
• •Ability to work independently, exercise good judgment, and take initiative within established policies and procedures.
• •Demonstrated ability to be proactive, resourceful, and self-directed, with the ability to move work forward.
• •Ability to collaborate and work effectively as a team member and with internal and external partners.
• •Ability to think critically, troubleshoot problems, and identify appropriate solutions, particularly when working with software applications.
• •Experience in Microsoft Office Suite and Google Suite.

Preferred Qualifications:

• •Prior experience working in admissions, recruitment, enrollment management, student affairs, advising, or a related area at a college or university.
• •Experience developing or supporting recruitment, outreach, or partnership-building initiatives.
• •Experience w