Coordinator - Online Enrollment

Coordinator - Online Enrollment

Hiring Department

The University of Texas Permian Basin welcomes applications for the position of Online Enrollment Coordinator

Salary Range

$58,000.00 depending on qualifications

Essential Functions

The Online Enrollment Coordinator serves as a primary point of contact for an assigned, high-volume caseload of prospective and admitted undergraduate students interested in UTPB online degree and certificate programs. Using a structured case-management approach, the position guides students from initial inquiry through successful course registration, provides personalized, proactive, and responsive service, coordinates application and enrollment steps, maintains accurate information in designated systems, and resolves or escalates barriers to enrollment. The role assists in coordinating and facilitating online webinars and supports the operational use of designated enrollment information systems. The coordinator is accountable for timely follow-up and progression within the assigned caseload, while the Assistant Director oversees overall caseload allocation, aggregate reporting, team performance, and broader online-enrollment operations.

High-Volume Caseload Management and Student Engagement

1. Serve as a primary point of contact for an assigned, high-volume caseload of prospective and admitted online undergraduate students from initial inquiry through successful course registration.

2. Apply a structured case-management approach to monitor student progression, maintain documented next steps, prioritize outreach, identify enrollment barriers, and initiate timely follow-up, referral, or escalation.

3. Conduct proactive, personalized outreach through phone, email, text messaging, virtual appointments, and other approved channels to maintain engagement and support application and enrollment completion.

4. Build professional relationships with prospective students to understand their goals, motivations, questions, and barriers and provide individualized guidance within established University processes.

5. Respond promptly to inquiries, maintain consistent follow-up, communicate realistic timelines, and deliver a high level of customer service throughout the assigned student lifecycle.

Application Support and Advising

6. Guide students through account setup, program selection, application completion, document submission, and other required admissions steps.

7. Troubleshoot routine application issues, monitor incomplete applications and materials, and initiate timely follow-up to support completion.

8. Provide clear, accurate information about online degree and certificate options, admission requirements, application materials, deadlines, and established enrollment processes.

Enrollment Navigation and Cross-Office Coordination

9. Support admitted students through financial aid, transcript evaluation, academic advising, registration, and related enrollment steps, while keeping final decisions and exceptions with the authorized office.

10. Coordinate with Admissions, Financial Aid, the Registrar's Office, transcript evaluation, academic advising, online program staff, and other campus partners to resolve routine barriers and support a timely transition to enrollment.

11. Monitor student progress in Slate or other designated CRM and enrollment systems, identify stalled students, and initiate appropriate outreach, referral, or escalation.
Online Webinars and Information Sessions

12. Assist the Assistant Director with online webinar and information-session schedules, registration, platform setup, presentation materials, presenter coordination, communications, and follow-up activities.

13. Conduct or co-facilitate online webinars and virtual information sessions for prospective and admitted students and provide accurate responses or appropriate referrals.

14. Track webinar registrations, attendance, questions, referrals, and follow-up activity and ensure related student records are created or updated accurately in designated systems.

CRM, Information Systems, and Records

15. Document student contacts, status, barriers, referrals, next steps, and follow-up activity accurately and promptly in Slate or other designated systems.

16. Use system dashboards, queues, reports, and workflow tools to organize assigned work, identify students requiring action, and maintain reliable caseload records.

17. Assist with assigned communication, webinar, scheduling, application, and student-information workflows; support process documentation, data-quality review, testing, and issue reporting in coordination with the Assistant Director and responsible system owners.

Assigned Tracking, Reporting Support, and Process Feedback

18. Track assigned caseload and enrollment-funnel progress and prepare accurate activity summaries that support aggregate reporting coordinated by the Assistant Director.

19. Identify recurring student questions, pain points, process barriers, engagement patterns, and enrollment trends and provide documented observations and practical improvement recommendations to leadership.

20. Maintain current working knowledge of online program offerings, enrollment requirements, student resources, referral processes, communication standards, and assigned systems.

Required Qualifications

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

2. Two (2) years of experience in university admissions, enrollment services, student recruitment, student services, online education, high-volume customer service, or a related field.

3. Experience managing a prospective-student, applicant, student, customer, or comparable caseload or portfolio with recurring follow-up and service expectations.

4. Experience conducting proactive outreach through phone, email, text messaging, virtual appointments, or comparable communication channels.

5. Experience using a customer relationship management system, application system, student information system, or comparable technology to document interactions and track progression.

6. Experience providing guidance on admissions or enrollment processes and coordinating referrals or follow-up across multiple offices or service areas.

Preferred Qualifications

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

2. Experience using Slate or a comparable higher education CRM or application platform.

3. Experience coordinating or conducting webinars, virtual information sessions, presentations, or comparable group communications.

4. Experience supporting application completion, financial-aid navigation, transcript-evaluation processes, academic-advising referrals, registration, or other enrollment steps.

5. Experience tracking caseload, application, enrollment-funnel, service, webinar, or conversion metrics and preparing related summaries.

6. Bilingual proficiency in English and Spanish.

7. Strong communication, relationship-building, organization, problem-solving, 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.
Visit our social media sites below for more information.

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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=16099&PostingSeq=1&SiteId=1&languageCd=ENG&FOCUS=Applicant

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