University Special Student Services Admissions & Recruitment Coordinator

Universities of Wisconsin•Madison, WI

8d•Hybrid

About The Position

University Special Student Services (USSS), within the Division of Continuing Studies, serves as the admissions and dean’s office for UW–Madison special (nondegree) students. USSS receives more than 5,000 applications annually and supports students across 14 classifications and three terms, including returning adult, visiting, international, incarcerated, and other nontraditional students. The Admissions & Recruitment Coordinator supports recruitment, application processing, admissions, and enrollment while providing front-line assistance to prospective and current students. The position combines detailed admissions processing with recruitment, outreach, and engagement activities to strengthen access to UW–Madison and support enrollment goals. It helps students understand their options, navigate admissions, and connect with appropriate programs and resources. The coordinator manages and reviews applications using university systems and tools, including PeopleSoft SIS, Perceptive Content, Advisor Note System, Microsoft Office, and Google Suite. The position responds to inquiries, assists with application completion and follow-up, participates in recruitment and outreach events, and builds relationships with internal and external partners. It works closely with USSS advisors and campus partners to provide a coordinated, welcoming prospective student experience, and uses independent judgment, attention to detail, collaboration, and creative approaches to outreach. The position is hybrid, with on-campus work required at least one day per week (Wednesdays). Additional in-person work is required for recruitment opportunities, events, and key special-student enrollment periods at the start of each term. The person is generally expected to be available during USSS business hours, 8:00 a.m.–4:30 p.m., Monday through Friday; recruitment and outreach may require schedule flexibility.

Requirements

Prior experience in direct customer service.
Demonstrated ability to provide responsive service to individuals with varying backgrounds and experiences.
Strong interpersonal skills and excellent verbal and written communication skills.
Proven organizational and multitasking skills, strong attention to detail, and ability to accurately manage information in a busy environment.
Ability to work independently, exercise good judgment, and take initiative within established policies and procedures.
Ability to be proactive, resourceful, and self-directed, and to move work forward.
Ability to collaborate and work effectively as a team member and with internal and external partners.
Ability to think critically, troubleshoot problems, and identify appropriate solutions, particularly when working with software applications.
Experience with Microsoft Office Suite and Google Suite.
Generally available during business hours, 8:00 a.m.–4:30 p.m., Monday through Friday; recruitment and outreach may require schedule flexibility.
Able to work on campus at least one day per week (Wednesdays), with additional in-person work for events, recruitment, and key enrollment periods.

Nice To Haves

Bachelor’s degree preferred.
Prior experience in admissions, recruitment, enrollment management, student affairs, advising, or a related area at a college or university.
Experience developing or supporting recruitment, outreach, or partnership-building initiatives.
Experience working with adult, returning, transfer, veteran, or other nontraditional student populations.
Knowledge of the UW–Madison community, including academic offerings, student resources, and campus services.
Previous experience using a PeopleSoft student information system (SIS) or another student information system.

Responsibilities

Provide direction and support to prospective and current students regarding applications, admission, enrollment, and related student services; respond to inquiries through email, phone, and events, explain options and preliminary educational pathways, and connect students with advisors and campus resources.
Review, evaluate, and process admission applications and supporting materials according to established policies and procedures; review transcripts and documentation, follow up on missing information, maintain accurate student records, identify cases needing additional review, and escalate complex circumstances.
Develop and implement recruitment, outreach, and engagement efforts with advisors, program staff, and Division colleagues; identify prospective populations, referral sources, organizations, employers, educational institutions, and other partners, and help establish and maintain relationships.
Represent USSS at career, education, community, and recruitment events; support orientations, receptions, student events, and other engagement activities by welcoming students and connecting them with staff, resources, and opportunities.
Identify opportunities for and develop admissions and outreach events; schedule logistics and secure event resources.
Deliver admissions program messaging to internal and external audiences and create targeted communications and materials based on established goals.
Evaluate program effectiveness and recommend improvements.
Counsel prospective and admitted students on educational planning and career opportunities.
May supervise staff and/or lead a program area.
Create a welcoming, equitable, and inclusive work environment.