Assistant Director - Online Enrollment

Assistant Director - Online Enrollment

Hiring Department

The University of Texas Permian Basin's Department of Admissions welcomes applications for the position of Assistant Director of Online Enrollment

Salary Range

$63,000.00 depending on qualifications

Essential Functions

The Assistant Director, Online Enrollment advances UTPB enrollment goals by leading the functional operating model that identifies, analyzes, coordinates, and reduces barriers from application through hand off to course registration. Approximately seventy-five percent (75%) of the role focuses on systemic enrollment barriers, holds, handoffs, service standards, aggregate funnel performance, and approved process improvements affecting online and on-ground students; approximately twenty-five percent (25%) remains direct lifecycle support and complex-case resolution. Reporting to the Executive Director for Admissions and Recruitment, the position supervises the Coordinator, Online Enrollment; establishes caseload and service expectations; owns aggregate barrier and funnel reporting; convenes cross-functional resolution; and leads functional requirements, testing, documentation, and data-quality improvement for assigned enrollment workflows. Final admissions, course enrollment, financial-aid, academic, student-record, institutional-policy, and enterprise-system decisions remain with the offices formally assigned those authorities.

Enrollment Barrier Strategy and Process Alignment

1. Lead recurring review of holds, handoffs, communications, wait states, ownership gaps, and other student experiences that create barriers from application through enrollment; maintain a documented barrier and action register.

2. Analyze recurring case patterns and root causes, distinguish isolated cases from systemic issues, prioritize problems by student impact and volume, and coordinate accountable owners and timelines for resolution.

3. Develop process maps, ownership matrices, escalation paths, operating procedures, and service standards; recommend changes and implement approved improvements within delegated authority.

4. Coordinate with responsible offices to clarify hold purpose, trigger, communication, ownership, review timing, and approved release criteria without independently changing holds, policies, or decisions owned by another office.

Online Enrollment Funnel Management and Analytics

5. Own aggregate monitoring of prospective-student progression from inquiry/application through registration, including stalled populations, hold aging, time-to-resolution, conversion, service levels, repeat contacts, and recurring barrier trends.

6. Prepare recurring management dashboards and reports, identify performance risks and opportunities, and present evidence-based recommendations to Online Enrollment Management leadership and cross-functional partners.

7. Establish consistent definitions, data-quality checks, and follow-up practices for assigned Online Enrollment Services metrics in coordination with designated analytics and system owners.

Team Leadership and Caseload Operations

8. Supervise the Coordinator, Online Enrollment, including workload assignment, priorities, training, coaching, quality review, performance evaluation, scheduling, and documented personnel recommendations within University policy.

9. Establish overall caseload design, contact and service standards, escalation practices, and coverage expectations for the online enrollment function; review performance and rebalance workload as needed.

10. Review complex or recurring cases for quality and consistency, provide guidance on next actions, and ensure unresolved or high-risk matters are escalated to the correct authorized office.

Student Enrollment Support and Escalation

11. Provide approximately twenty-five percent (25%) direct, personalized support to prospective and admitted undergraduate students from inquiry through successful course registration, with emphasis on complex, escalated, or high-impact cases.

12. Explain established enrollment requirements, coordinate next steps, and work with campus partners to remove routine barriers while keeping final admissions, aid, academic, record, and registration decisions with authorized offices.

Cross-Functional Coordination and Service Standards

13. Convene or coordinate recurring barrier-resolution work with Admissions, Financial Aid, the Registrar's Office, Academic Advising, Student Accounts, Online programs, Slate CRM and Enrollment Systems, Information Technology, and other partners.

14. Track cross-office action items, deadlines, ownership, and outcomes; escalate unresolved systemic issues, policy conflicts, resource needs, or institutional risks to appropriate leadership.

15. Develop and maintain student-facing and staff-facing process guidance, knowledge resources, and communication standards for approved Enrollment Services workflows.
Systems, Data Quality and Continuous Improvement

16. Serve as the functional business owner for assigned Online Enrollment Services workflows by defining business requirements, supporting user acceptance testing, documenting issues, validating outcomes, and recommending workflow improvements in Slate, PeopleSoft, and related systems.

17. Partner with Online Enrollment Management Automation & Data Innovation, Information Technology, and system owners on configuration or automation changes; do not independently exercise enterprise technical, security, or data-governance authority.

18. Use qualitative feedback and quantitative funnel/service data to evaluate implemented changes, document results, and recommend additional adjustments that improve student progression and operational efficiency.

Required Qualifications

1. Bachelor's degree from an accredited college or university.

2. Four (4) years of progressively responsible experience in university admissions, enrollment services, student recruitment, student services, online education, registrar/financial-aid/student-success operations, or a related higher-education environment.

3. At least one (1) year of formal employee supervision, performance-management responsibility, or directly comparable people-management experience.

4. Experience analyzing cross-functional enrollment or student-service processes, identifying recurring barriers or root causes, and implementing documented process improvements.

5. Experience using a CRM, student information system, application system, workflow platform, or comparable technology together with reports or dashboards to monitor student progression, service performance, or operational outcomes.

6. Experience developing or maintaining operating procedures, service standards, escalation practices, process maps, or similar controls for a recurring business or student-service function.

Preferred Qualifications

1. Master's degree in higher education, public administration, business, student affairs, organizational leadership, data/analytics, or a related field.

2. Experience supporting online undergraduate students, adult learners, transfer students, nontraditional students, or other populations requiring proactive enrollment support.

3. Experience with Slate, PeopleSoft Campus Solutions, Tableau, Power BI, Argos, or comparable enrollment and reporting platforms.

4. Experience coordinating work across Admissions, Financial Aid, Registrar, Advising, Student Accounts, academic programs, or other enrollment-related functions.

5. Training or demonstrated experience in process mapping, Lean/process improvement, service design, root-cause analysis, change management, or quality assurance.

6. Experience developing enrollment-funnel, hold-aging, service-level, conversion, or student-experience analytics and presenting findings to leadership.

7. Bilingual proficiency in English and Spanish.

8. Strong executive communication, facilitation, change-management, organization, problem-solving, relationship-building, and student-service skills.

Additional Information

Required Application Materials

1. Cover Letter
2. Résumé
3. List of References
4. Transcripts (Preferred)
5. Letters of Recommendation (Preferred)

Conditions of Employment

1. The job description is not a complete list of all responsibilities and duties performed by employees. Employees may perform other related duties as assigned by their immediate supervisor.
2. Employment is subject to an introductory period to monitor employee performance.
3. Once hired, the prospective employee must present documentation within three (3) days of the hire date to establish their identity and employment eligibility as required by Immigration and Customs Enforcement (ICE). Applicants must be able to show proof of eligibility to work in the United States by time of hire. UTPB participates in e-Verify.
4. Employees must be able and willing to travel and perform duties away from campus as necessary and must be able to operate a licensed motor vehicle, have access to a dependable motor vehicle, and possess a valid state driver's license. Must have and maintain a satisfactory driver's record.
5. Employment is contingent upon a successful background check.
6. UT Permian Basin is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Schedule

Generally, the normal work hours for the university are Monday through Thursday, 7:30 – 5:30 pm; Friday, 8:00 am – 12:00 pm with a one-hour lunch. The individual holding this position may need to be available early morning, evening, and on weekends to meet the needs of the department. Hours worked may differ with some departments.

Standard Working Conditions

1. Able to lift various materials up to 25 pounds on an occasional basis.
2. Able to bend, crouch, and reach continuously.
3. Physically able remain seated, frequently to continuously.
4. Able to remain standing up to 15% of the time.
5. Possesses dexterity abilities required to perform job duties including extensive keyboard work, operating office equipment, performing filing, and other job-related responsibilities that include extensive wrist and hand movement.
6. Standard working conditions may differ depending on department and occupation

University Benefits

1. UT Permian Basin offers an excellent compensation package including heath, retirement, & fringe benefits for eligible employees.
2. Coverage includes medical, prescriptions, life insurance, AD&D, and matching retirement provided by UTPB.
3. You may also be eligible to add dental, vision, family coverage, & flex-spending accounts, additional retirement, and a few other coverages as options too.
4. Fringe benefits include tuition reimbursement (after one year of service), wellness breaks, employee assistant program (EAP), and meal deals, among other perks and discounts!
5. Our benefits package, along with an ample leave policy, make for a great total compensation package.

About the University

The University of Texas Permian Basin is located in Odessa, Texas. It was authorized by the Texas Legislature in 1969 and founded in 1973. The Permian Basin is one of the fastest-growing, culturally vibrant, economically invigorated regions of the country – full of industry, culture, and wide-open spaces. At the academic heart of this area sits The University of Texas Permian Basin – which every year, delivers smart, savvy leaders across the U.S.

As a regional, comprehensive institution, The University of Texas Permian Basin serves a diverse community of students from the region, the state, and beyond. Through excellence in student-centered teaching, learning, research, and public service, the University cultivates engaged citizens and impacts lives while advancing the technology and public interests of West Texas.

Our vision is that the University of Texas Permian Basin will be an innovative, responsive university that thinks large and lives local. We will lead in advancing education, research, economic competitiveness, and cultural enrichment.
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Thank you for your consideration in today's job market. We look forward to connecting with you more in the future.

To apply, visit https://zahr-prd-candidate-ada.utshare.utsystem.edu/psp/ZAHRPRDADA/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=10&JobOpeningId=16375&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant

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