Basic Function and Responsibility:
The Enrollment Systems and Communications Manager is responsible for strategically managing and optimizing enrollment systems and overseeing communication strategies throughout the enrollment process. This role ensures that all enrollment communications are timely, effective, and aligned with institutional goals. The manager will collaborate with multiple departments to develop and maintain communication flows, ensuring smooth coordination across teams and adherence to established timelines. Additionally, this position will act as the primary point of contact for the Information Technology department, working to improve business processes and technical systems that support enrollment operations.
Characteristic Duties and Responsibilities:- Lead the operation, optimization, and troubleshooting of enrollment systems to ensure they support comprehensive enrollment and persistence. Assist with the development and implementations of a strategic enrollment outreach plan.
- Oversee strategic communication plans regarding enrollment for all new and current Oakton students, including but not limited to admission information, enrollment steps and financial resources in collaboration with Marketing and Communications as needed. Utilize data analytics to inform and adjust communication strategies for optimal engagement and conversion.
- Develop and manage an enrollment communications flow/calendar, ensuring strict adherence to established timelines. Collaborate with relevant departments to create and refine communication strategies.
- Develop and prepare reporting tools for Enrollment Management. Prepare statistical reports for application and enrollment data. Create and audit reports measuring the performance of communications strategies and suggest appropriate action to improve or alter strategies based on data.
- Assist with continuing assessment and evaluation of CRM performance/usage. Provide recommendations to enhance the user experience in the platform.
- Work closely with IT leadership, CRM Administrators, and other relevant teams to enhance business processes that impact enrollment, with a focus on improving system functionality and efficiency.
- Serve as the primary point of contact between Enrollment Services and other departments of the Enrollment Management Leadership Team to ensure smooth coordination and consistent communication. Collaborate with various departments to develop and refine communication strategies that support the overall enrollment experience and promote operational efficiencies using CRM technology.
- Coordinate with consultants and vendors on projects, including but not limited to Target X Premier Services, marketing agencies, and other technological systems related consultants.
- Oversee and maintain technological systems that support the student experience related to building college knowledge and registration. Lead in the development, implementation, and supervision of related technology including chatbots, customer relationship management (CRM) system, and telecommunications platform (One Call Now).
- Collaborate closely with the Senior Manager of Enrollment Services and Manager of Admission Operations to implement and optimize enrollment systems, enhancing communication with students throughout the enrollment funnel and supporting the broader Strategic Enrollment Management (SEM) goals.
- Perform other job-related duties as assigned.
Job Requirements:
Qualifications and Working Conditions:- Bachelor's degree or an equivalent combination of education and experience from which comparable knowledge and skills can be acquired is required. Master's degree preferred.
- Three years of experience leading communications and/or CRM Administration in a higher education setting is required.
- Three years of supervisory experience in an area of student service, using college support software and a CRM (preferably Ellucian Banner and/or Salesforce/Target X) is required.
- Strong project management experience required.
- Ability to develop new or modify existing enrollment functions to enhance the efficiency of the procedures with an emphasis on customer service and record processing preferred.
- Proficiency in report writing is required.
- A high level of interpersonal and communication skills and the ability to deliver services in an environment where there is an emphasis on customer service are required. Incumbent must be able to give and receive advice and opinions and interact with individuals in situations requiring sensitivity and tact.
- Strong organizational and detail-oriented skills, along with ability to mentally attend and visually concentrate on a significant amount of detailed work is required.
- Advanced word processing (Microsoft Word preferred), intermediate spreadsheet application (Microsoft Excel preferred), and intermediate presentation application (Microsoft PowerPoint preferred) skills are required.
- General office environment. Little or no exposure to adverse working conditions.
Additional Information:
Supervision Received:
Functional supervision is received from the Director of Enrollment Services.
Supervision Exercised:
Functional supervision is exercised over Enrollment Systems and Communications Coordinator.
HOURS: Monday - Friday 8:15 am - 5:00 pm (Hours may vary during peak periods, and or the needs of the College)
SALARY: $74,882
Based on the needs of the college and with Administrator approval, some positions at the college may have a hybrid schedule option available after 30 working days.
Oakton College is an equal opportunity employer and has a strong commitment to diversity. In that spirit, we seek a broad spectrum of candidates, including minorities, veterans, women and people with disabilities. EOE/AA/M/F/D/V
Oakton is committed to maintaining an environment free from harassment and discrimination for all and does not discriminate on the basis of race, color, national origin, religion, age, sex (gender), sexual orientation, physical or mental disability, and reprisal or any other protected status. Further, Oakton does not discriminate on the basis of sex in any educational, employment, or extracurricular activity.
Out-of-State Employment Defined:
Oakton College's primary location of operation is in the state of Illinois. An "out-of-state employee" is defined as an employee of Oakton College whose primary work location is outside of the state of Illinois. State taxes, employment tax, and worker's compensation provisions vary from state to state and require payroll compliance with these various rules.
Allowable States for Out-of-State Employment:
All employees must maintain their primary residence in Illinois, Indiana, or a reciprocal state with Illinois. Reciprocal states include Iowa, Kentucky, Michigan, and Wisconsin. Illinois has tax agreements with these reciprocal states. Employees may have their primary residence in Indiana since Indiana is adjacent to Illinois.
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