Function: Under the supervision of the Dean of Enrollment Management and the immediate direction of the Assistant Director of Admissions, the Admissions Representative implements programs to identify, recruit, and enroll prospective students.
The incumbent must possess exceptional interpersonal skills; solid communication skills (both oral and written); administrative, organizational and coordinating abilities; intimate knowledge of the Seminary- its history, mission, publics, programs, short and long-range plans, strengths and weaknesses; understanding of the academic, personal and spiritual capabilities required for theological training; and competency in personal computing (including typing, ability to attain specific technical aptitude and utilize it effectively); and be available for 3-5 weeks of travel per year. A bachelors degree is required. Gordon-Conwell alumni and/or students near the completion of their Gordon-Conwell degree preferred.
Use of Capabilities: (Illustrated by typical activities)
- Schedules and conducts recruitment visits to campuses, churches, and conferences nationally in accordance with the overall recruitment strategy. Works to identify key recruiting sites on a national scale, and plans travel to selected schools.
- Interviews prospective students who visit the campus and responds to questions from phone and email inquiries.
- Work with the Admissions Office staff in coordinating the efforts of recruitment and admissions, with special concern for the efficient use of technical tools needed to accomplish that task (including the admissions modules of the CAMS system, Excel, web, email, etc.).
- Assists in “transition services” for incoming students. This includes identifying off-campus housing, as well as other opportunities that assist students in making the transition to the South Hamilton campus.
- Assist in planning and implementing recruitment /enrollment management events such as Discover Gordon-Conwell and spring/fall orientations.
- Through oral and written communication, follow-up with inquirers and applicants to ensure their timely progress through the admissions process.
- Submits formal and informal reports to the Director of Admissions and the Dean of Enrollment Management as required to apprise him/her of recruitment projections, status of inquiries, status of applicants, travel schedules, effectiveness of recruitment events and activities, and other matters related to the recruitment and admissions process.
- Assists in the management and reviewing of special scholarships, including the Merit-based Scholarship, Partnership Program, The Graham Scholarship, The Trustee Grant, Ambassador Scholarship, The International Student Scholarship and The Michael Haynes Scholarship.
- Provides other appropriate related services as required or requested.
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Position Summary: This position reports to the Vice President of Advancement and is responsible for providing a broad range of administrative and clerical services in support of the Vice President and with internal and external activities related to Advancement at Gordon-Conwell.
Skills Required: The incumbent must have a proven track record demonstrating strong administrative and clerical skills gained through hands-on experience. Strong interpersonal and written communication skills are vital to interacting with individuals across various levels both within and external to the organization. The ability to interact in a gracious and articulate manner to the various constituencies of the seminary is essential. Specific skills required include organizational and coordination skills; the proven ability to work well within a team environment, and the ability to operate with a high degree of professionalism maintaining confidence of sensitive constituent information and other internal day-to-day activities pertaining to advancement. Experience in event planning and coordinating is strongly preferred in this role. The ability to quickly grasp the range and content of the Vice President of Advancement’s responsibilities, and to partner when required with the Office of the President is essential.
Key Responsibilities: This role will support the Vice President of Advancement as follows:
- Communications & Correspondence: Assisting in editing materials, correspondence, reports, etc., being sent from the Office of Advancement, ensuring accuracy and timely distribution. Coordinates and prepares various documents and communications for mailing and distribution to broad audiences. Supports the drafting of written correspondence (such thank you letters, birthday greetings) to major donors, Board of Trustees and Advisors, foundations, etc as assigned. Composes notes from the Advancement Office and sends flowers and other gifts as appropriate. Tracks correspondence in Raiser’s Edge software; leverages software using “Action” feature to plan and track completion of various activities with constituents.
- Event Planning: Is responsible for arrangement of Advancement/Donor receptions, dinners, special events, and other public relations activities, as needed. Coordinate activities with Office of the President and other departments to ensure smooth execution of events, including use of Raiser’s Edge software for planning and tracking all aspects of events.
- Administrative & Clerical duties: Screens telephone calls, mail, and correspondence for the Vice President; making appropriate referrals and appointments; answering basic inquiries, and initiation correspondence as authorized. Handles scheduling requests and meeting planning as needed, for internal and external needs. Organizes and maintains file system, ensuring donor privacy and confidentiality of sensitive data, including disposal/shredding as needed to protect privacy. Maintains office supplies for the Advancement Office as directed by the V.P. of Advancement.
- Travel & Expense Management: Coordinate all travel arrangements for the Vice President of Advancement and process all expense reports in a timely manner in accordance with financial service accounting guidelines.
- Meeting Planning: Assists with preparation for Board of Trustees meetings, Advancement Department meetings, mailings, and minute taking for Advancement Sub-Committee meetings.
- Other duties as requested by the Vice President of Advancement.
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