Admissions Specialist Job Description

Schedule: Full-time, Monday–Friday, approximately 9:00 AM–5:00 PM
Location: Onsite (Cedar City, Utah campus)
Pay: $50,000-$75,000 salary + performance-based bonuses up to $30,000/year
Reports to: Admissions Director

Your Opportunity

As an Admissions Specialist at Havenwood Academy, you will play a critical role in helping families navigate one of the most important and difficult decisions of their lives. You will serve as a primary point of contact for prospective families and referral partners, guiding them through the admissions process with urgency, empathy, and professionalism.

This role is not just about filling beds. It is about building trust, creating hope, and helping families access life-changing treatment for their children.

Position Title & Overview

Havenwood Academy is seeking a full-time Admissions Specialist to support enrollment, family engagement, and referral relationships. Havenwood is a Residential Treatment Center serving adolescent females with early childhood trauma. Our mission is to provide world-class trauma treatment to children who wouldn't otherwise receive care.

This role is for someone who is highly relational, resourceful, responsive, organized, and driven by results. The right person understands that families seeking treatment are often experiencing some of the most challenging moments of their lives and need someone who can provide clarity, confidence, and exceptional service.

The right person is self-managing, demonstrates extreme ownership, and can balance genuine compassion with the urgency and execution required to achieve enrollment goals.

This role is not for someone who struggles with follow-through, is uncomfortable with measurable performance expectations, or lacks the initiative to proactively build relationships and solve problems.

This is a full-time position at approximately 40 hours per week.

What We Expect from You

We are looking for someone who demonstrates the following attributes:

Exceptional Communication: You communicate clearly, professionally, and empathetically with prospective families, referral partners, and internal team members.

Relationship Building: You quickly establish trust and create meaningful connections with families and referral sources.

Urgency & Responsiveness: You understand that timely communication matters and respond to inquiries with exceptional speed and follow-through.

World-Class Customer Experience: You create a "wow" enrollment experience that helps families feel supported, informed, and confident in their decision.

Organization & Attention to Detail: You manage multiple prospective enrollments while maintaining accurate documentation, communication, and records.

Resourcefulness: You proactively solve problems, navigate barriers to admission, and find creative ways to help families access care.

Results Orientation: You take ownership of enrollment goals, understand your performance metrics, and consistently work toward achieving them.

Extreme Ownership: You take responsibility for the quality, accuracy, and effectiveness of the admissions process rather than waiting for others to solve problems.

A Day in the Life

A typical day as an Admissions Specialist at Havenwood may include:

• Responding to prospective family and referral partner inquiries within 5 minutes during business hours (8:00 AM–5:00 PM).
• Building relationships with families, understanding their needs, and helping them determine whether Havenwood is an appropriate treatment option.
• Guiding families through the application, assessment, acceptance, and enrollment processes.
• Coordinating preliminary acceptance decisions within 24 hours of application submission and communicating decisions to parents or guardians.
• Facilitating virtual and in-person tours that showcase Havenwood's people, programming, and environment.
• Proactively following up with prospective families and referral partners to maintain engagement and move appropriate candidates toward enrollment.
• Coordinating with clinical, residential, medical, and revenue cycle teams to ensure smooth and appropriate admissions.
• Ensuring Single Case Agreements (SCAs) are completed and signed prior to admission.
• Maintaining accurate admissions records, lead tracking, and enrollment documentation.
• Following Havenwood's enrollment playbook and identifying opportunities to improve the admissions experience.
• Updating and maintaining the accuracy of the revenue cycle guidebook.
• Monitoring enrollment performance, conversion rates, tour activity, and progress toward census goals.
• Building and maintaining positive relationships with referral partners and community members.
• Delivering a world-class experience to every family, regardless of whether they ultimately enroll.
• Other duties as assigned.

What Does Success Look Like?

Success in the Admissions Specialist role is defined by consistent enrollment performance, exceptional family experiences, responsive communication, strong relationships, and attention to detail.

The most critical outcome for this role is:

Maintain an Average Daily Census (ADC) of at least 94% of program capacity.

Success is measured through the following operational drivers (monthly unless otherwise noted):

• Lead Response Time: Attempt contact by phone or email within 5 minutes during business hours (8:00 AM–5:00 PM).
• Preliminary Acceptance: Complete preliminary acceptance within 24 hours of application submission and send confirmation to the parent or guardian.
• Quality Lead Conversion: Maintain a conversion rate of 70% or greater.
• Admission Documentation: Ensure SCAs are completed and signed prior to admission.
• Program Tours: Facilitate at least 15 tours per month, including a minimum of 4 on-site tours.

Success also looks like:

• Families consistently describe their admissions experience as exceptional, supportive, and professional.
• Prospective families receive clear, accurate, and timely information throughout the enrollment process.
• Admissions processes consistently follow the enrollment playbook.
• The revenue cycle guidebook is accurate and up to date.
• Referral partners have confidence in Havenwood's responsiveness, communication, and quality of care.
• Internal teams are aligned and prepared for incoming admissions.
• Enrollment goals are achieved without compromising the quality or appropriateness of admissions.
• The Admissions Specialist consistently demonstrates Havenwood's core values of Grit, Growth, Team Health, and Extreme Ownership.

Qualifications & Experience

• Experience in admissions, enrollment, sales, customer service, or relationship management preferred.
• Experience in behavioral health, residential treatment, healthcare, or a related field preferred.
• Exceptional written and verbal communication skills.
• Strong organization, time management, and follow-through.
• Ability to manage sensitive conversations with empathy and professionalism.
• Comfortable working in a performance-driven environment with measurable expectations.
• Ability to collaborate effectively with clinical, medical, operational, and revenue cycle teams.
• Proficiency with technology, lead tracking systems, and administrative documentation.
• Relevant bachelor's degree encouraged but not required.

Compensation & Benefits

Compensation: Base salary $50,00-$75,000, with performance-based monthly bonuses tied to Average Daily Census (ADC), offering up to $30,000 in additional annual compensation.

Schedule: Full-time, approximately 40 hours per week
Location: Havenwood Academy, Cedar City, Utah

Benefits include:

• 401(k) retirement plan with matching up to 6% (eligible after 3 months)
• Relocation assistance (if applicable)
• Paid Time Off – 15 days annually, accruing from the start date
• Paid holidays, including designated half-days
• Employee Assistance Program with counseling and 24/7 crisis response
• Health Insurance (eligible the first of the month following 60 days of full-time employment)
• Company-provided $10,000 Life and AD&D Insurance policy