University Special Student Services Admissions & Recruitment Coordinator

University of Wisconsin Madison•Madison, WI

6d•Hybrid

About The Position

University Special Student Services (USSS), housed 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 enrollment and advising across 14 student classifications and three terms. Its students include returning adult, visiting, international, incarcerated, and other nontraditional students. The USSS Admissions & Recruitment Coordinator supports recruitment, application processing, admissions, and enrollment, while providing front-line assistance to prospective and current students. The role combines detailed admissions processing with outreach and engagement 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, while working closely with USSS advisors and campus partners to provide a coordinated, welcoming experience. 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 also responds to inquiries, supports application completion and follow-up, participates in recruitment and outreach events, and develops relationships with internal and external partners. It calls for strong interpersonal skills, attention to detail, independent judgment, collaboration, and a creative approach to developing recruitment strategies and relationships. The position is hybrid and requires on-campus, in-person work at least one day per week (Wednesdays), with additional in-person work for recruitment opportunities, events, and key special-student enrollment periods at the start of each term. The coordinator is generally expected to be available during business hours, 8:00 a.m.–4:30 p.m., Monday through Friday; recruitment and outreach activities may require schedule flexibility.

Requirements

Prior experience in direct customer service.
Ability to provide responsive service to people with varying backgrounds and experiences.
Strong interpersonal skills and excellent verbal and written communication.
Organizational and multitasking skills, attention to detail, and ability to manage information accurately 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 effectively with team members and 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.

Nice To Haves

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.
Bachelor’s degree preferred.

Responsibilities

Provide direction and support to prospective and current students on application, admission, enrollment, and related student-service processes.
Respond to inquiries by email, phone, and at events; help students understand options and navigate application and enrollment; provide preliminary information about educational pathways; and connect students with advisors and campus resources.
Review, evaluate, and process applications and supporting materials according to established policies and procedures.
Review transcripts and application documentation for completeness, follow up about missing information or requirements, maintain accurate student records, and identify cases requiring additional review.
Process applications and admissions decisions accurately and promptly within established guidelines, escalating complex or unusual circumstances as appropriate.
Develop and implement recruitment, outreach, and engagement efforts with advisors, program staff, and Division colleagues.
Identify prospective student populations, referral sources, organizations, employers, educational institutions, and other potential partners; help establish and maintain relationships with them.
Represent USSS at career, education, community, and recruitment events.
Support orientations, receptions, student events, and other engagement activities, welcoming and connecting students with USSS staff, campus resources, and opportunities.
Identify opportunities for and develop admissions and outreach events; schedule logistics and secure event resources.
Deliver established admissions-program messaging to internal and external audiences and create targeted communications based on established goals.
Evaluate program effectiveness and recommend improvements.
Counsel prospective and admitted students on educational planning and career opportunities.
Promote a welcoming, equitable, and inclusive work environment.