Assistant Director of Graduate Admissions & Data Management

Frederick, Maryland•Frederick, MD

1d•Hybrid

About The Position

Reporting directly to the Director of Graduate Admission, the Assistant Director of Graduate Admission & Data Management plays a key role in advancing graduate enrollment goals through the execution of recruitment, admissions, communication, and enrollment strategies. This position manages prospective student engagement from inquiry through enrollment, supports application review and decision processes, and collaborates closely with the Dean, Director, and faculty program directors to meet program-specific objectives. The Assistant Director also oversees the management, integrity, and strategic use of admissions data to support data-informed decision-making across the Graduate School. Responsibilities include maintaining and optimizing CRM systems, supporting back-end data processes, ensuring accurate applicant tracking, and upholding data governance. The role develops and monitors enrollment reports and dashboards, analyzes trends in lead generation, conversion, and yield, and supports bi-annual and annual graduate enrollment reporting. In partnership with internal stakeholders, the Assistant Director translates data insights into strategies that improve recruitment effectiveness and operational efficiency, while supporting continuous process improvement and the prospective student experience. Occasional evening and weekend work is required for recruitment and orientation events.

Requirements

Bachelor’s degree is required
Minimum of 2–3 years of professional experience in a fast-paced office environment required
Demonstrated ability to manage multiple priorities, work independently, and collaborate effectively across teams.
Strong interpersonal, written, and verbal communication skills required, along with strong organizational and analytical abilities, including experience working with CRM systems and data to support reporting and decision-making.
Proficiency in Microsoft Office applications (Word, Excel, and PowerPoint), email, internet tools, and basic AI applications required.
Demonstrated ability to quickly learn and adapt to new technologies, including CRM systems, organization-wide information systems, and department-specific software for data tracking and reporting.
Strong oral and written communication skills required, with the ability to effectively convey information and respond to inquiries from internal and external stakeholders in person, by phone, and in writing.
Demonstrated ability to prepare clear, professional reports and correspondence.
Proficiency in statistical and financial concepts required, with the ability to apply these to data tracking, projections, goal setting, and report interpretation.
Demonstrated ability to analyze data, draw meaningful conclusions, and make cost-effective, data-informed decisions.
Ability to solve practical problems and navigate situations with limited standardization.
Ability to interpret and apply instructions in written, oral, diagrammatic, or schedule formats.
Demonstrated ability to work both independently and collaboratively in developing and executing project plans.
Ability to apply analytical and logical thinking in both practical and conceptual contexts.

Nice To Haves

Master's degree preferred.
Experience in admissions, advising, recruitment, or marketing in a higher education setting preferred.
Demonstrated cross-cultural competence and/or foreign language proficiency strongly preferred.
Experience working with diverse student populations and international applicants is a plus.
Familiarity with CRM systems (e.g., TargetX, Salesforce, Slate) and experience using data to inform recruitment strategies and reporting are preferred.

Responsibilities

Implements Graduate School-wide and program-specific recruitment strategies aligned with enrollment goals; monitors and analyzes inquiry, applicant, and enrollment data to inform outreach and strategy adjustments.
Identifies recruitment challenges and recommends data-informed solutions to improve pipeline development and conversion.
Maintains current knowledge of academic programs, faculty initiatives, and market trends to effectively represent and promote offerings.
Collaborates with faculty program directors to support recruitment efforts across on- and off campus initiatives.
Manages prospective student engagement through personalized outreach and comprehensive follow-up strategies across multiple communication channels.
Represents the Graduate School at recruitment events including open houses, information sessions, orientations, professional conferences, and other outreach activities.
Conducts research and provides recommendations on new recruitment strategies, including domestic and international initiatives, marketing approaches, and student engagement practices.
Assesses recruitment activities and outcomes to support continuous improvement in enrollment planning.
Serves as a primary point of contact for prospective students, providing timely and student-centered communication via phone, email, virtual, and in-person interactions; advises admitted students on next steps including registration.
Reviews and evaluates application materials to assess academic readiness and determine initial standing in the admissions process.
Coordinates with faculty program directors to facilitate timely review of applications and admissions decisions.
Investigates and resolves application-related issues, escalating complex cases to the Director as appropriate.
Supports international applicants by providing guidance on visa requirements and processes I-20 documentation; serves as a Designated School Official (DSO) or collaborates closely with the Primary DSO.
Monitors provisionally admitted students for adherence to admission conditions and updates admission decisions accordingly.
Provides regular updates to the Director and Dean on admissions activity and identifies trends, challenges, and opportunities for improvement.
Participates in cross-training and provides support across admissions functions to ensure operational continuity.
Maintains and optimizes CRM systems, including support for back-end configuration, data processes, and system enhancements.
Ensures accuracy and integrity of admissions data, including applicant tracking and lifecycle management.
Develops, monitors, and analyzes enrollment reports and dashboards to track lead generation, application conversion, and yield.
Supports bi-annual and annual graduate enrollment reports.
Partners with internal stakeholders to translate data insights into actionable strategies that improve recruitment effectiveness and operational efficiency.
Upholds data governance standards and contributes to continuous improvement of data systems and processes.
Participates in regular staff meetings and contributes to the alignment of enrollment, marketing, and operational goals.
Develops, updates, and maintains standard operating procedures to support efficiency, consistency, and continuous improvement.
Contributes to the design and refinement of admissions workflows and processes.
Collaborates with the Director and faculty program directors to ensure clarity and consistency in admissions and registration procedures.
Reviews and monitors website content, program materials, and communications to ensure accuracy and timeliness; recommends updates as needed.
Supports the development of promotional content and communication strategies aligned with Graduate School priorities.
Supervises and provides direction to graduate assistant(s), including oversight of social media initiatives and other assigned projects.
Supports the planning and execution of Graduate School events including information sessions, open houses, orientations, and commencement activities.
Conducts research and data analysis in support of Graduate School initiatives and strategic projects.
Assists the Director and Dean with special projects and initiatives that support enrollment growth and operational effectiveness.