Position Title

Coordinator of Enrollment Services

Department

Enrollment Services

Date

6/5/25

Reports To

Senior Director of Enrollment Services

Full-time/

Part-time

Full-time

Job Level

FTE

1.0

Human Resources Use Only:

◻ Exempt

◻ Non-Exempt

1. Job Summary

The Coordinator of Enrollment Services supports Luther Seminary’s mission of “educating leaders for Christian communities” by providing coordination for and administrative support to the admissions office, especially in relation to applications for admission and communications to applicants. The coordinator serves as the primary contact to applicants, providing technical and logistical assistance, encouragement, and timely follow-up to application inquiries and requests for information.

The coordinator maintains accurate and up-to-date records of prospective students, applicants and newly-admitted students and communicates information as requested by other staff and departments with greatest care for confidentiality and precision. As such, this position is the primary records liaison with the Office of the Registrar and the Office of Contextual Learning. 

The coordinator ensures the logistical day-to-day functioning of the office and guides individuals by providing timely information and connecting them to admissions staff and other departments for more conversation. As such, the coordinator is available daily on the phone and via the primary admissions email, always ready to provide hospitality to visitors and answer questions with integrity and grace. 

The coordinator also contributes to process documentation, maintaining and contributing to the admissions playbook, CRM guide, and other such aids that help with admissions office functions and procedures.

The opportunity for advancement to a Manager of Enrollment Services is available after a probationary period candidates who can demonstrate advanced skills in CRM management (i.e. Slate by Technolutions), particularly in back-end database expertise and email communications workflows creation. The Manager of Enrollment Services can also petition to work additional remote hours, with the approval of the Sr. Director of Enrollment Services.

1. Essential Functions

Applications for Admission - 35%

The coordinator’s primary responsibility is to receive and process the seminary’s applications for admissions, primarily for graduate certificate and master’s degree programs and secondarily for advanced theological degree programs and non-degree offerings. The coordinator accomplishes this as follows:

• Daily serves as the first point of contact for applicants to provide information about the application process for all of the seminary’s accredited course offerings and programs, following up with applicant inquiries and requests in a timely manner, assisting applicants with the application processes, and connecting applicants with other admissions staff as needed to answer questions related to the application process
• Frequently receives, processes, records and updates all applications for admission to Luther Seminary, including all supporting documents and correspondence, maintaining data and materials digitally in the admissions CRM and securing digital copies of physical documents
• Regularly analyses the integrity of application materials, including confirmation of recommenders’ relationship to applicants, accuracy of candidacy status update forms, and the verification of applicant’s academic credentials, including the accreditation status of institutions issuing transcripts on behalf of applicants
• Regularly checks in with applicants to support their application progress and provides accurate lists of applicants to the admissions team for card and call campaigns
• Consistently attends all Admissions Committee meetings, recording decisions made, preparing, scheduling and releasing admissions decision letters and other communications related to applications and admissions via digital correspondence in the admissions CRM and in close and frequent communication with the Senior Director of Enrollment Services
• Regularly coordinates information-sharing with internal offices (i.e. Advanced Theological Education, International Students and Scholars Affairs, the Registrar, and Candidacy and Contextual Learning) and external partners with permission (i.e. church synods and judicatories, recommenders, etc.), communicating information, transferring documents, and answering questions related to applicants and their materials

Records and CRM Mgmt/Data Tracking/Process Documentation - 25%

The manager consistently maintains the highest professionalism in relation to applicant’s private information and record-keeping. This includes the following responsibilities:

• Maintains accurate information and records of prospective students/applicants/newly-admitted students digitally in the admissions CRM and makes digital copies of physical documents
• Disposes of and properly destroys physical documents that have digital copies or have been approved for disposal by the Senior Director of Enrollment Services, in line with the seminary’s document retention policies
• Keeps up to date with the admissions CRM and best use of CRM for admissions processes, helping train other staff and student workers on admissions processes and CRM best practices
• Pulls admissions queries and distributes regularly as requested, occasionally helping the Senior Director of Enrollment Services pull and scrub queries for the purpose of preparing reports for meetings of the Board of Directors and other purposes (i.e. ATS, IPEDS, etc.)
• Stewards and regularly updates the department’s process documentation for use by the entire office

Communications - 20%

The manager is the primary point of contact, coordinator and responder for the main Admissions Office email account and phone number, which require attention during regular business hours, Monday-Friday. The manager also sends out official correspondence from the Admissions Office as requested, most often digitally but also occasionally via physical mail.

Hospitality, Welcome and Office Support - 15%

The manager provides front-house support for the Admissions Office. This includes the following:

• Occasionally providing direction and training to student workers during open office hours, in collaboration with the Associate Director of Enrollment Services 

• Regularly assists admissions staff with day-of event logistics (i.e. preparing rooms, setting up food and beverages and supplies, etc.), as requested
• Occasionally manages inventory and orders supplies through the business office, alerting the appropriate staff concerning issues with office equipment, the building, etc.

Other Duties/Responsibilities - 5%

• Participates in professional development work and engagement with the Luther Seminary community and staff committees
• Attends all meetings including check-ins with supervisor (monthly), Enrollment Team meetings (weekly), and cross-departmental meetings (as needed)
• Perform other functions as necessary or as assigned

1. Qualifications

Understanding, appreciation and commitment to Luther Seminary’s Mission, Vision, Welcome Statement, and ABIDE framework (Accountability, Belonging, Inclusion, Diversity, and Equity).

Required education and experience

• Bachelor’s degree
• 1-3 years of experience in office/administrative/CRM coordination  in admissions/higher education and/or ministry/nonprofit organizations

Preferred Education and Experience

• 3-5 years of experience in office/administrative/CRM coordination  in admissions/higher education and/or ministry/nonprofit organizations
• Skilled in CRM management (i.e. Slate by Technolutions or similar)
• Experience with records management and transcript analysis

Knowledge, Skills, Abilities

Communication and Hospitality

• Excellent written and verbal communication skills
• Outstanding customer service acumen and demonstrate patience and empathy
• Demonstrated intercultural and multicultural competencies 
• Handles confidential information with the utmost tact and discretion

Technology

• Knowledge of Microsoft and Google environments, including Word, Excel, PowerPoint
• Knowledge of relationship management databases preferred (Luther Seminary uses Slate by Technolutions and Jenzabar)

Other Knowledge, Skills and Abilities

• Adaptable to changing contexts, can handle frequent interruptions, and can pivot quickly
• Highly organized, detail-oriented and can manage multiple tasks simultaneously
• Loves to solve problems and puzzles and flourishes in complex systems
• Enjoys learning and mastering new software, tools, and systems and helping others use them
• Ability to accept and implement feedback and willingness to ask for help
• Ability to show initiative, follow clear directions, and independently solve problems
• Ability to contribute to a team environment and work with little or no supervision
• Knowledge of Evangelical Lutheran Churches in America and other church bodies is helpful
• Very occasional weekend and evening work required (i.e. 2-3 times/year)

Software Used: Slate by Technolutions, Constituo, Capture HigherEd, Google Suite, Jenzabar

Luther Seminary is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, gender, age, national origin, familial status, disability, veteran status, sexual orientation, gender identity, gender expression, marital status or public assistance status.

1. Physical Demands

Physical Demands: While performing the duties of the job, the employee is required to use hands and arms and talk or hear. The employee requires dexterity in using telephone, computer keyboard, mouse and calculator while seated at a desk. The employee is frequently required to stand, walk and sit. The employee may frequently move to interact with fellow employees and/or clients. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

Communication Skills: While performing duties of the job, the employee is required to read and comprehend instructions, correspondence and memos. The employee requires the ability to write effective and detailed correspondence and to effectively present information both in one-on-one, small and large group situations.

Mental Demands: While performing duties of this job, the employee is required to deal with stress associated with a fast-paced work environment and multiple priorities/tasks. The employee will be required to make judgment decisions and adapt to changing work situations, grasp and apply new ideas, communicate with various personalities at all levels and have the ability to apply common sense understanding to carry out detailed instructions.

1. Work Environment

Work Environment: While performing duties of this job, the employee is required to work in a fast-paced office environment whose noise level is usually moderate to loud. The employee will be required to attend meetings on Zoom and in-person, traveling between campus buildings, and very occasionally, traveling to off-campus locations (locally and nationally) to fulfill their duties. In-person Admissions Office hours are typically expected from 9 am - 3 pm, Tuesday - Thursday. Remaining hours can be accomplished remotely. Very occasional night and weekend hours may be expected.