Admissions and Outreach Assistant

Details•San Diego, CA

2d•Onsite

About The Position

The Admissions and Outreach Assistant serves as a key administrative and operational support role for the Office of Admissions within the Hahn School of Nursing and Health Science. This position acts as a welcoming first point of contact for prospective students and community members while providing critical administrative, recruitment, and event coordination support to the Admissions team. Working closely with the Director of Admissions and Assistant Director of Admissions, the Assistant assists with front-end admissions communication, recruitment logistics, and admissions office administrative operations. The Assistant focuses on operational execution and prospective student engagement. This role supports the Hahn School of Nursing and Health Science’s human-centered, high-touch approach to graduate admissions while assisting the office with managing increasing application volume, recruitment events, and prospective student engagement across multiple nursing programs.

Requirements

High School diploma required.
3 years of administrative experience required, including at least 1 year in admissions, student recruitment, or a related field.
Valid driver’s license required.
Strong organizational and time management skills with attention to detail and the ability to manage multiple priorities.
Demonstrated commitment to contributing to a positive, collaborative, and inclusive culture within the Hahn School of Nursing and Health Science.
Excellent interpersonal, written, and verbal communication skills.
Demonstrated ability to provide exceptional customer service in a fast-paced environment.
Ability to work independently while collaborating effectively within a team environment.
Experience maintaining confidential records and handling sensitive information.
Ability to learn and manage complex database and CRM systems.
Intermediate to advanced proficiency in Microsoft Office Suite and Google Suite.
Ability to maintain databases and generate reports related to admissions activities.
Positive, professional, and collaborative approach to work.
Understanding and commitment to the mission and values of the University of San Diego as a private Catholic institution.

Nice To Haves

Bachelor’s degree preferred.
Previous experience in higher education and/or nursing education is preferred.
Previous experience with CRM platforms such as Salesforce, HubSpot, and Slate preferred.

Responsibilities

Provide administrative and operational support to the Director of Admissions and Assistant Director of Admissions.
Assist with implementing admissions processes, recruitment initiatives, and office operations.
Serve as the first point of contact for prospective students, visitors, and community members interacting with the Admissions Office.
Maintains professional, organized and welcoming appearance of office space.
Respond to general admissions inquiries via phone, email, CRM systems, and in-person interactions.
Assist with scheduling appointments, meetings, and prospective student visits.
Maintain admissions office records, documents, and applicant files while ensuring strict confidentiality.
Monitor and maintain admissions marketing materials, recruitment supplies, and office inventory.
Maintain organized electronic records and databases related to admissions activities.
Assist with general office coordination to ensure efficient daily operations.
Oversees and coordinates student worker and intern projects.
Provide initial information and guidance to prospective students regarding program offerings and the admissions process.
Manage front-end admissions communication including walk-ins, phone calls, email inquiries, and CRM case management.
Refer complex admissions advising questions or applicant-specific guidance to the Assistant Director or Director as appropriate.
Track prospective and admitted student engagement within admissions systems.
Assist with maintaining applicant records and admissions databases to ensure data accuracy and completeness.
Support the generation of reports related to admissions inquiries, applications, and recruitment activity.
Support the planning and execution of admissions recruitment activities and events including open houses, information sessions, webinars, interview days, and orientation events.
Coordinate event logistics including room reservations, invitations, registration tracking, materials preparation, name tags, and event setup/cleanup.
Assist with large-scale admissions events such as MEPN interview days and recruitment conferences.
Support campus visit coordination and prospective student engagement activities.
Represent the Hahn School of Nursing and Health Science at local recruitment fairs, community outreach events, and partner institutions as needed.
Assist with maintaining the admissions recruitment event calendar.
Support the day-to-day administration of admissions communication platforms including CRM systems and email communication tools.
Assist with email communications to prospective, admitted, and deposited students.
Track prospective student engagement and communication activity through CRM systems.
Assist with proofreading and coordinating admissions marketing materials, advertisements, and digital communications.
Update and maintain admissions webpages and recruitment materials.
Assist with communications related to admissions events and recruitment initiatives.
Assist with the management of the Hahn School of Nursing and Health Science admissions social media accounts by coordinating posts, highlighting recruitment events, and supporting prospective student engagement initiatives.