The Enrollment Management Specialist is part of the Owen Graduate School of Management (OGSM) at Vanderbilt University and is a key individual contributor and team member of the Enrollment Management Team. The position is responsible for all activities related to Enrollment Management that support the Recruiting and Admissions teams across all Owen Programs: MBA, MS Finance, MAcc Assurance, MAcc Valuation, Master of Marketing, Executive MBA – Executive Edge, Executive MBA – Global Immersion, Master of Management in Health Care, and Accelerator Summer Business Institute. Reporting directly to the Director, Enrollment Management, the Specialist is at the core of all systems and processes that support moving prospective students through the Enrollment Management process from prospect to applicant to incoming student.
A key component of this position is the utilization and maintenance of the Slate CRM/Enrollment Management system. The Specialist will own a program (MBA or MS) and learn the program-specific recruiting cycle, the recruiting and admissions teams and how the prospects move through the program- specific process. The Specialist will oversee the entire life cycle of the prospective student from time inquiry to submission to enrolled as it relates to the CRM system and application requirements for each program. Some tasks will include daily communication with prospective students (e.g. phone, email, mail) to answer questions and offer counseling for application processes; data management and application processing; management of the decision process and admission letter process in the CRM system; creating, utilizing, and maintaining complex queries to support admissions and recruiting staff; performing data audits daily and communicating results to appropriate directors; working directly with the URO to retrieve and index official documentation required for Owen and Vanderbilt University.
The Owen Graduate School of Management (OGSM) is a professional school at Vanderbilt University, located in Nashville, Tennessee. Our size and focus allow us to interact with students, faculty, alumni and recruiters as individuals so that we can better understand and help each achieve their goals. This is how we build our culture – one that is collaborative. We are intensely and proudly competitive with the best. But we also shape leaders who understand that collaboration is essential in today’s connected economy. We develop businesspeople who can lead and manage change, drawing not only on what they learn here about business but also what they learn about themselves.
The Enrollment Management work unit is a was created as an embedded department that aligns with the overall Vanderbilt Business organizational structure to provide service and support for all 9 programs. The work unit is a team comprised of high-functioning critical thinkers who are technically savvy and have a passion for translating business requirements into system efficiencies while maintaining accuracy and data integrity.
Position is considered hybrid or remote within a reasonable commuting distance to Nashville.
Duties and Responsibilities40% CRM Administration
Analyze, report upon, and ensure data integrity within the Enrollment systems. Work closely with enrollment directors and other university offices to ensure data flow between the CRM and other enrollment or SIS systems is accurate and timely. In conjunction with the Enrollment Management Team, troubleshoot and resolve all issues/problems that applicants or staff experience in relation to the CRM system. Leads audit processes for critical system data, with a primary focus on application data, ensuring accuracy and proactively engaging with applicants to drive the completion of applications. Demonstrates meticulous attention to detail in managing admissions decisions, drafting decision letters, and safeguarding sensitive candidate information. Accuracy is essential to maintaining data integrity and protecting the departmental budget by ensuring scholarship offers are accurate. Executes complex CRM queries to support all recruiting and admissions processes. Develops and maintains detailed procedural documentation to support the continual evolution of administrative workflows; Collaborate with cross-functional teams to align CRM functionalities with institutional goals and identify areas for system enhancements.25% Technical/Operational Support and Training for Admissions and Recruiting Staff
Provides comprehensive support to OGSM staff in regard to the use of the CRM and or the retrieval of data from the CRM for OGSM business purposes. Collaborates with the recruiting team to design and implement targeted email campaigns within the CRM platform, including creating email templates and defining audience data sets. Contributes to training initiatives by leading portions of onboarding and ongoing development training programs for Admissions and Recruiting staff and other CRM users. Coordinates with OGSM marketing and external vendors to oversee the distribution of Admit Kit packets for admitted students and marketing brochures for prospective applicants. Manages data import processes by retrieving, manipulating, auditing, and uploading lead information from external sources into the CRM system. Partners with central University departments to obtain necessary materials such as verified test scores and official transcripts, ensuring proper indexing within the CRM. Oversees payment processes for application fees and enrollment deposits within the CRM and works with the OGSM Finance Team to investigate issues including charge backs, double payments, and refunds. Design and deliver end-user training and ensure clear documentation of processes, data governance, and best practices.25% Client Relationship Management for Inquiries and Applicants
Provides Personalized Support in delivering comprehensive assistance to inquiries and applicants across all OGSM programs, ensuring a seamless and informed admissions experience. Engage in targeted Communication and proactively communicates with prospective students daily via phone, email, text, and mail to answer questions, provide counseling, and guide them through all recruiting and admissions processes. Is the manager of data and materials for all records and oversees all applicant and inquiry records within the CRM, leveraging data to strategically engage and nurture prospects as they progress through the admissions funnel. Facilitates the decision processing and manages the end-to-end decision release process, including querying, auditing, and updating decision letters and scholarship information to ensure accuracy and timeliness. Serves as a trusted advisor and acts as the primary point of contact for inquiries and applicants throughout the recruiting lifecycle, fostering trust and confidence in the admissions process. Monitors and enhances the applicant experience by collecting and analyzing feedback from prospective students to continuously improve processes and strengthen client relationships. Creates follow-up plans for prospective students based on their questions and needs to enhance engagement and conversion.10% Business Analyst for Admissions and Recruiting Staff
Generates and refines data reports to deliver actionable insights and analyses for directors, supporting strategic decisions and next steps throughout the admissions cycle. Acts as an expert consultant to recruiting and admissions offices in analyzing and suggesting process improvements for the sake of efficiency and accuracy. Is a valuable, reliable, and accessible resource for helping recruiting and admissions offices develop strategy and policies that align with the CRM system requirements.Supervisory Relationships
This position does not have supervisory responsibility; this position reports administratively and functionally to the Director of Enrollment Management
Qualifications
Bachelor’s degree is required. Minimum of three years of professional experience required, with a strong preference for experience in higher education or the business school industry. Exceptional attention to detail, ensuring accuracy and quality in all deliverables. Outstanding written communication skills, capable of producing clear, effective, and professional correspondence. Proficiency in Microsoft Office Suite, including intermediate skills in Word, Outlook, and Excel. Expertise with CRM systems is essential; experience with SLATE is highly desirable and preferred. Proven ability to take initiative and work proactively, demonstrating resourcefulness and adaptability. Strong critical thinking and problem-solving skills, with the ability to respond quickly and appropriately in dynamic situations. Effective multitasking capabilities, managing and prioritizing tasks for multiple stakeholders simultaneously.