Admissions & Enrollment Coordinator (Program Technician 1)

Department Overview:

This position serves as a key member of the RN to BS (RNBS) program team, with a focus on admissions and enrollment coordination and program representation to internal and external community stakeholders. Reporting to the RNBS Program Manager and functioning as a liaison to the School of Nursing (SoN) Admissions Office, this role is responsible for managing and facilitating the full admissions and onboarding lifecycle for prospective RNBS students across all entry pathways, including advising Concurrent Enrollment students. The position requires strong organizational and technical skills to effectively manage student data, support seamless application and onboarding experiences, and ensure alignment with academic and compliance standards.

 

The Admissions and Enrollment Counselor plays a critical role in maintaining accurate student records, tracking progression, and coordinating communication strategies that support student success. This includes overseeing the integration and maintenance of data systems, contributing to day-to-day academic operations, and collaborating with faculty, staff, and cross-campus stakeholders to ensure continuity in the student experience. Given the statewide reach of the RNBS program, the position also requires regular travel approximately 2-3 times per month throughout Oregon and at times western Washington to participate in outreach and recruitment efforts.

 

The individual will represent OHSU and the School of Nursing at partner community colleges, hospitals, and community events, disseminating program information and building relationships with prospective students and regional stakeholders. Some travel destinations will be in rural or remote areas without access to public transportation, necessitating flexibility, and logistical coordination.

Function/Duties of Position:

1.Recruitment /Admissions/ Public Relations Responsibilities

• Serves as the primary point of contact for prospective RNBS students 
• Responds promptly to inquiries about the nursing program by phone and email, providing detailed information on program offerings, admissions requirements, and next steps to support prospective student engagement and enrollment; meets virtually with prospective students as requested.
• Reviews unofficial transcripts as requested by prospective students
• Manage, coordinate, and distribute RNBS program marketing materials in collaboration with RNBS Program Director and Program Manager and program associate, including working with, admissions, faculty and TLC Digital Media specialist 
• Develops and delivers training and presentations for community partners and stakeholders to enhance collaboration and program engagement.
• Coordinates, schedules, and manages all RNBS info and outreach sessions; maintains tracking spreadsheet and calendar invites  
• Travel to RNBS college info sessions, hospital recruitment, job fairs and other events as needed 
• Build and maintain relationships with community stakeholders and OCNE partners
• Maintains a professional and courteous demeanor while providing high-quality service, while fostering an inclusive atmosphere that values respect for individuals from diverse cultures and backgrounds.
• Support collaborative initiatives to effectively engage prospective students and healthcare partners, enhancing recruitment and community presence.

Application Processing/Pre-matriculation duties 

• Review and prepare applications in Nursing Centralized Application Service (Nursing CAS) 
• Reviews unofficial and official submitted transcripts, documenting course, and credits eligible for transfer. Clearly communicate with the registrar when transcript course questions arise, maintain copies of questions and responses
• Review, prepare and mail out appropriate admission packets 
• Updates and tracks responses to admissions updating the Banner systems with student’s decisions; monitors for trends and advises Program Director
• Tracks confirmation of student deposits on shared admissions tracking sheet, and notifies appropriate individuals  
• Maintains comprehensive student deferral tracking system
• Assemble applicant files, including application and documents, ensuring files are complete; share/transfer to Registrar and Financial Aid
• Attend appropriate Admission department meetings  
• Track incomplete files, follow up with applicants, and provide professional and timely advising regarding admission deficit
• Enter confidential data and running reports for new applications including supplemental application materials, such as GPA, applicant demographic, biographic, and academic information. Adheres to all regulatory compliance guidelines, such as FERPA.
• Maintains meticulous notes on all student interactions
• Input new student plans in Degree works   
• Assist with new student onboarding and logistics: welcome calls, new incoming student webinars, new student welcome packets 
• Coordinate with the CPO Office and Compliance teams, to ensure all incoming students complete onboarding requirements for compliance and ID badges. Provide support and communication to incoming cohorts to ensure timely completion of all steps prior to program start.

2.Post Matriculation Responsibilities

• Coordinate with Registrar’s office to ensure timely completion of transcript evaluations and degree audits 
• Complete non-nursing first term check-in sheets for new students
• Coordinate new student orientation- schedule meetings, faculty invites, manage RSVP’s
• Manage all incoming student network ID requirements and troubleshoot any errors with OHSU IT department (Banner/ITG/Compass)
• Pull NCAS reports on enrollment data for Smartsheet’s and RNBS dashboards
• Manage incoming student data: concurrent enrollment students, aid in tracking and retention of students returning post AAS
• Manage RNBS email list serve, coordinating with SoN IT and Sr. Program Associate for data integrity term by term 
  Advising, Student Tracking & Reporting Responsibilities
• Serve as the primary academic advisor and main point of contact for the Concurrent enrollment students, providing comprehensive and proactive support with academic planning, program of study changes, and all aspects of academic progression to promote successful completion of their first term
• Interprets and follows SON policies and regulations (admission requirements, compliance regulations, etc.)
• Proficiently utilizes Outlook, PowerPoint, Excel, Internet, and database software systems (Banner, Cognos, Nursing CAS, Salesforce, DegreeWorks) as needed
• Compile reports, memos, and other information for internal and external office use into Excel, Smartsheet, and Word files
• Designs and conducts surveys to identify and address training gaps
• Monitors and reviews admission processes and offers recommendations for change and process improvement 

3.Additional duties:

• Administrative meeting support 
• Scheduling support to Program Director as requested
• Attendance and support at graduation ceremonies 
• Availability to go to SON Portland campus on a weekly basis to assist with in-person administrative duties such as printing, packing, mailing, and sorting program related materials. 
• Attends bi-annual program retreats in fall and spring

Required Qualifications:

• Three years of experience administering or coordinating parts or subsets of a project or program.

• A bachelor’s degree in Business Administration, Management, Public Administration, or a field directly related to the position will substitute for two years of the required experience.

  • Note: preference in hiring may be given in a special area specific to the position opening.

• A minimum of 1-2 years’ experience processing student registration, degree evaluations, and/ or reviewing transcripts and academic advising.
• Experience working in a higher education Academic or Student Services Office.
• Experience administering or coordinating parts or subsets of a high-volume customer-focused role involving people and information.
• Experience working with diverse teams.
• Experience analyzing data/information, writing reports of findings including recommendations for change.
• Knowledge of Banner or a similar Student Database Information System.
• Advanced skills in Microsoft 365 tools and Smart Sheet, Visio, Qualtrics, Adobe Suite, etc.
• Data management skills including the use of Excel and other databases and merging information from multiple systems and platforms into accurate reports.
• Skills in utilizing a proactive and innovative approach for recruitment, retention, graduation, and academic planning.
• Strong communication skills (verbal, non-verbal, written, and visual) with a high level of professionalism.
• Ability to prioritize tasks to ensure the smooth flow of services and operations
• Highly developed ability to work in a team environment.
• Efficient and effective problem-solving skills while working as part of a team.
• Knowledge and skills in the development of technical procedures, systems, and forms;
• High level of ability to organize and prioritize multiple demands and deadlines.
• Valid Oregon Driver’s License or ability to obtain within 30 days of hire
• Ability to perform the job duties with or without accommodation.

Preferred Qualifications:

• Master’s degree in Education, Student Services, Business Administration, Management, Academic Affairs, Adult Education or a related field, or equivalent combination of training and experience.
• 2 or more years of experience processing student registration, degree evaluations, and/ or reviewing transcripts and academic advising
• Experience working in Online Higher Education, Academics, or Student Services.
• Demonstrated experience collaborating effectively in a remote, team-based work environment.
• Nursing program experience
• Experience working with first generation, minority, underrepresented students, and/or students from rural/ underserved areas.
• Advanced knowledge of Banner and OnBase or a similar Student Database Record Management System.
• Oral Spanish language proficiency
• Admission, Financial Aid, Registrar, communications, and/or administration training.

Additional Details:

The majority of work will be performed remotely; this is a full-time, fixed position, with hours between 8:00am-5:00pm Pacific standard time. At times, some early morning, evening, and weekend hours may be required. This person will travel as a representative of the School of Nursing within Oregon. Professional Dress is required for all public events.

Why apply to OHSU?: We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]