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Associate Manager of Admissions

Employer
UMA Education
Location
Remote, OR
Closing date
May 25, 2024

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Specialty
Admissions
Position Type
Manager
Hours
Full-time
Employment Type
Permanent
Organization Type
Non-profit
Purpose of the Position:

The Associate Manager of Admissions is responsible for either one or both of the following, as operational needs dictate: (a) supporting Admission Representatives in follow-up with students to provide consistent support throughout the enrollment process; and/or (b) training and coaching Admission Representatives in effective and compliant communication with students. Associate Managers of Admissions support the Manager(s) to whom they are assigned in guiding the team(s) of Admission Representatives in their daily activities and are expected to execute and support consistent and accurate data gathering to assist enrollment forecasting and collaborate cross-functionally in support of students.

UMA is a nonprofit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus.
  • Anticipated starting rate of $24.00/hr; pay rate negotiable based on experience and qualifications.
  • Medical (including prescription), Dental, Vision (UMA subsidized)
  • FSA/HSA (Depending on Medical Plan chosen)
  • $50,000 Life Insurance (UMA paid)
  • Additional Voluntary Life Insurance (Team Member paid)
  • Employee Assistance Program - EAP (UMA paid)
  • Long Term Disability (UMA paid)
  • Short Term Disability (Team Member paid)
  • Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
  • Paid Time Off - 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
  • 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
  • Pet Insurance
  • Identity Theft Protection


Key Responsibilities:

Functional
  • Enrollment Process Support
    • Manage the establishment of sustainable relationships with students after completion of an enrollment packet to identify the students’ needs, ensure that required pre-start tasks such as orientation and financial aid appointments are completed, and answer questions.
      • While contact with students is performed primarily by Admissions Representatives, the Associate Manager of Admissions is expected to communicate with students as needed to ensure efficient and effective support of students is being delivered.
    • Work cross-functionally as needed to meet students’ needs, including facilitating contact between the student and other departments (including but not limited to New Student Finance and New Student Advising) and partnering with other departments to share information and assess students’ progress in the enrollment process.
    • Track Admission Representative contact with students who have completed an enrollment packet to ensure timely follow up and quality of student service.
    • Provide data on progress of students in the enrollment process to facilitate accurate forecasting of start populations.
    • Use daily and ad hoc system-generated reports to determine appropriate action to support students in various stages of the enrollment process, and communicate and/or execute on such actions clearly, consistently, and effectively.
    • Use daily and ad hoc system-generated reports to identify students who should be removed from the enrollment process, e.g., due to cancel requests or failure to meet admission requirements.
  • Coaching and Training
    • Provide real-time coaching and support to Admission Representatives regarding the effectiveness and accuracy of their communications with prospective students.
      • While contact with students is performed primarily by Admission Representatives, the Associate Manager of Admissions is expected to communicate with students as needed to ensure that students receive clear, compliant, and effective communication.
    • Provide one-on-one, small-group, and team trainings on topics relevant to efficient and effective service to prospective students and those in the enrollment process.
    • Review and/or monitor calls and other communications by Admission Representatives and provide individualized support on service improvement, adherence to UMA’s Admission strategy and policies, and compliance.
    • Use available reporting and information from other sources (e.g., student feedback, Compliance department call monitoring) to identify Admission Representatives who would benefit from additional coaching, training, and support.
    • Consistently communicate with the applicable Manager(s) of Admissions regarding the developmental progress of Admission Representatives on the Manager’s team.
  • Perform other duties as assigned.

Team Member Leadership Qualities
  • Model for each assigned Admission Representative compliant and effective job performance and competency in areas aligned with UMA’s mission and values.
  • Support the hiring and onboarding and nesting training processes for Admission Representatives as needed.
  • Model UMA values.
  • Demonstrate personal honesty and integrity.

Support Institutional Initiatives
  • Support change initiatives that impact the organization.
  • Coordinate efforts between departments within UMA.

Compliance
  • Demonstrate knowledge of, and carefully follow all applicable federal and state compliance requirements and regulations including those prescribed by the Department of Education, accrediting agencies, CIE, and internal UMA policies and procedures.
  • Effectively communicate compliance requirements to other staff as appropriate and quickly escalate any compliance concerns to the Compliance department.
  • Follow UMA’s policies and procedures, as described in the UMA Team Member Handbook and in any department-specific reporting procedures, regarding accurate timekeeping and approval for overtime.


Work Experience, Skills & Abilities:

Minimum Requirements
  • High school diploma or equivalent.
  • 2 years of experience in Admissions or 2 years of experience in process management in another analogous setting.
  • For internal candidates, a minimum score of 3.75 on the latest competency review.
  • Effective oral and written interpersonal communication skills.
    • Able to professionally communicate in English and otherwise interact professionally with other Admissions team members and those in other UMA departments.
  • Ability to track reliable data, understand operational reporting, and consistently take appropriate action.
  • Organizational, follow-up, and time management skills.
  • Able to work amidst competing priorities.
  • Knowledge of and adherence to applicable regulations and other compliance requirements.
  • Able to communicate in MS Office (Word, Excel, PowerPoint) and other business tools such as Zoom and Microsoft Teams.
  • Able to support a diverse and inclusive work environment.

Preferred
  • More than 2 years of experience in Admissions or process management in another analogous setting.
  • Work experience in a contact center environment.


Working Environment:
  • Ability to work full-remote, on-site, or a hybrid attendance model
  • Schedule flexibility to work evenings and weekends.


Physical Demands:
  • Requires long periods of sitting at a desk working on a computer.
  • Requires occasional bending, stooping, and squatting.
  • Requires occasional lifting of up to 10 lbs.


OUR VALUES

Our institutional values are shaped and validated by our team members. They describe how we strive to operate and are the standards of behavior we look to embody.

ACT WITH INTEGRITY.

We operate honestly and ethically in a compliant fashion. We are fair and trustworthy in our interactions with all we serve. Our team members, at all levels, lead by example and strive to do the right thing for our students and for each other. We are disciplined professionals who strive to be straightforward and dependable.

CHAMPION STUDENT OUTCOMES.
We live by a strong commitment to our students and are passionate about preparing them for meaningful careers. We are deeply dedicated to ensuring students’ educational and career success. We excel at building our students’ confidence and empowering them to reach their full potential.

COMMIT TO TEAM MEMBER SUCCESS.
We are committed to our team members’ success. We strive to create an environment that attracts and retains the best talent while offering continuous learning, professional development, and career growth opportunities. We recognize and reward our team members for their contributions to the organization and to our students.

PURSUE RESULTS WITH PURPOSE.
We pursue results with a sense of purpose reflective of our student-centered mission. We take responsibility for supporting ambitious student outcomes and hold each other accountable to this end. We think strategically and critically, greet new ideas and challenges openly, and look for innovative solutions to challenges.

HAVE FUN. BUILD ENERGY.
Enjoying what we do is central to achieving our goals. Building energy, having fun, being optimistic, and creating a positive working environment are all critical to our success and that of our students. We strive to be inspired and to inspire others. We consistently show appreciation and celebrate our successes, both large and small.

WORK AS ONE.
We believe that diverse, inclusive teams produce breakthrough results. We strive to build and maintain positive relationships with team members from all types of backgrounds by showing respect and humility when interacting with each other and resolving conflicts in a constructive manner. By working together, we win together, ensuring that the goals of the institution are the focal point of our efforts.

Acknowledgement

This job description is intended to be an accurate reflection of the position as of the last revised date noted in the header. It may not include every job responsibility. Job duties may fluctuate based on organizational needs. UMA reserves the right to revise the job or require that additional or different tasks be performed.

I have read and understand all the responsibilities and accountabilities in my job description. This job description is a tool used by me and management to help assess, evaluate and provide guidelines and expectations for the position named herein. I understand that it is not a contract and it does not constitute any guarantee of future employment.

UMA will NEVER ask you to send money or ask you to provide bank account information in order for you to get reimbursed for tools to work. If you have been contacted by someone claiming to be from UMA about a job posting, you can always verify the position at https://careers-ultimatemedical.icims.com/

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