Admissions Coordinator in Salem, West Virginia at Salem University LLC

Position Summary

The Admissions Coordinator – Cross-Department Student Support provides administrative, enrollment, and student support throughout the enrollment process and through the successful completion of a student’s first course.

The position serves as a key operational connection among Admissions, Financial Aid, Registrar, Athletics, Student Services, and students to help ensure enrollment requirements are completed accurately and timely. Responsibilities include processing enrollments, reviewing student files, coordinating transcript requests, conducting proactive student outreach, tracking outstanding requirements, documenting enrollment barriers, and facilitating appropriate cross-department follow-up.

The Admissions Coordinator maintains visibility of outstanding student requirements and helps move students successfully through enrollment and start readiness. The position does not independently make financial aid, academic, registration, eligibility, or other decisions assigned to specialized University departments but works collaboratively with those areas to facilitate timely resolution and appropriate student handoffs.

Why Join Salem Admissions?

It’s an exciting time to join Salem University!

Our Admissions team is growing, evolving, and building for the future. As enrollment operations expand, we’re continuing to strengthen our team, improve the student experience, and create stronger connections across Admissions, Financial Aid, Registrar, Athletics, Student Services, and other areas of the University.

This role is an opportunity to join that growth and make an impact from day one. You won’t just complete tasks—you’ll help students move forward, solve real enrollment challenges, contribute ideas, and help us continue building smarter and more student-centered processes.

If you enjoy a fast-moving environment, collaborating across teams, talking with students, and being the person who connects the dots and gets things done, you’ll fit right in.

Essential Duties and Responsibilities

Enrollment & Student Support

• Process enrollments and review newly enrolled student files for completeness and outstanding requirements.

• Conduct proactive outbound calls and follow-up with prospective and enrolled students based on assigned outreach priorities and departmental needs.

• Respond to student questions regarding enrollment requirements, next steps, and start readiness.

• Support recruitment and enrollment activities as needed during high-volume enrollment periods.

• Track missing admissions documentation, financial aid requirements, Offer Letters, payment concerns, transcripts, and other outstanding enrollment items.

• Connect students with Financial Aid, Registrar, Student Services, Athletics, or other University departments when specialized assistance is required.

• Document student outreach, responses, outstanding requirements, identified barriers, and required next actions within University systems.

• Monitor students from enrollment through successful completion of their first course to facilitate continuity of support and appropriate departmental handoffs.

• Identify enrollment or start-readiness barriers and escalate concerns to the appropriate department or University leader.

Transcript Coordination

• Review newly enrolled student files to identify outstanding official transcript requirements.

• Determine whether required transcripts have previously been requested and track existing requests or initiate requests in accordance with established University procedures.

• Monitor Anthology and other University systems for transcript receipt and status updates.

• Maintain accurate records of transcript requests, request dates, anticipated receipt dates, and completed requirements.

• Follow up with institutions and students regarding delayed or outstanding transcripts.

• Coordinate with the Registrar regarding transcript-related issues and escalate unresolved barriers when appropriate.

• Ensure transcript-related activity and documentation are accurately maintained within University systems.

Student-Athlete Enrollment Support

• Review newly enrolled student-athlete files for outstanding enrollment requirements.

• Conduct proactive outreach to student-athletes regarding missing documentation and required next steps.

• Collaborate with Admissions and Athletics to identify and resolve enrollment-related barriers.

• Monitor student-athlete file completion against established enrollment and institutional deadlines.

• Escalate unresolved eligibility, documentation, or enrollment matters to the appropriate University department.

Cross-Department Coordination

• Serve as an operational point of coordination among Admissions, Financial Aid, Registrar, Athletics, Student Services, and other departments supporting the enrollment process.

• Track students with unresolved requirements and coordinate appropriate follow-up through resolution or formal handoff.

• Participate in student-status and enrollment-readiness reviews as assigned.

• Track assigned action items and follow through to ensure timely resolution.

• Coordinate communication across departments to reduce unnecessary duplication of student outreach.

• Facilitate appropriate handoffs when continued student support or decision-making falls within another department’s area of responsibility.

• Communicate recurring enrollment barriers, process gaps, or student experience concerns to Admissions leadership.

• Support cross-functional process-improvement initiatives designed to strengthen enrollment, start readiness, and the student experience.

Records, Systems & Compliance

• Maintain accurate and timely documentation within Anthology, CRM platforms, and other University-approved systems.

• Ensure student records and enrollment activities are handled in accordance with University policies and established procedures.

• Maintain confidentiality of student information in accordance with FERPA and University requirements.

• Follow established departmental workflows, service standards, and escalation procedures.

• Support reporting and tracking related to enrollment requirements, outstanding documentation, student outreach, and start readiness.

• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent required.

• Previous experience in customer service, administrative support, admissions, enrollment, student services, or a related environment.

• Demonstrated experience managing detailed records, deadlines, and follow-up activities.

• Strong written and verbal communication skills.

• Proficiency with Microsoft Office applications and ability to learn new technology systems.

• Demonstrated ability to work effectively both independently and collaboratively.

• Ability to communicate professionally and confidently with students by telephone, email, and other communication channels.

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Associate or bachelor’s degree from an accredited institution.

• Previous experience in higher education admissions, enrollment management, student services, Registrar operations, Financial Aid, or a related area.

• Experience working directly with students or prospective students.

• Experience with Anthology or a comparable higher education Student Information System.

• Experience using CRM, student information, document management, or workflow systems.

• Experience coordinating activities or processes across multiple departments.

Physical Requirements

The physical demands described below are representative of those required to successfully perform the essential functions of this position.

• Prolonged periods of sitting while working at a computer.

• Frequent use of computers, telephones, and virtual communication technology.

• Ability to communicate effectively through written, verbal, telephone, and virtual communication platforms.

• Ability to maintain regular availability during established working hours.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Work Environment

This position operates primarily in an on-site professional work environment at Salem University’s West Virginia campus and requires regular use of telephone, email, video conferencing, CRM, Student Information System, and other University technology platforms.

The position requires frequent communication with students and regular collaboration with Admissions, Financial Aid, Registrar, Athletics, Student Services, and other University departments. Work volume may increase during enrollment cycles, semester starts, and other peak periods.

Equal Employment Opportunity

Salem University is committed to providing equal employment opportunities to all applicants and employees in accordance with applicable federal, state, and local laws.

Americans with Disabilities Act (ADA)

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

Job Description Disclaimer

This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Salem University reserves the right to modify responsibilities as institutional needs evolve.