Graduate Admissions Specialist I

Position Overview

Advises students concerning an appropriate academic schedule, choice of major, number of hours that may be taken, probation, and/or suspension. Contact may be on individual or group basis or be made by correspondence. Exclude instructional faculty. Advises students and evaluates their abilities, interests, talents, and personality characteristics in order to develop appropriate academic and career goals. Provides individual and group guidance services relative to problems of scholastic, educational, and personal-social nature to students. Suggests remedial or corrective actions and assists students in making better adjustments and in planning intelligent life goals. Plans and directs program to orient students and assists in their integration into scholastic life. Investigates reports of misconduct and attempts to resolve or eliminate causes of conflict. Interviews students to determine need for counseling. Performs work under minimal supervision. Handles complex issues and problems. Possesses solid working knowledge of subject matter. Typically exempt and does not supervise other staff (may supervise students). Typically reports to a department head or manager.

Department Specific Essential Job Functions

The Jackson College of Graduate Studies (JCGS/Graduate College) is dedicated to providing leadership and support in the development of high quality graduate programs to serve the needs of students, faculty and the university community as they compete in a global society. The JCGS serves a unique function at UCO in its support for and coordination of graduate studies as well as creative and scholarly activities. The JCGS collaborates with our five UCO academic colleges and the Forensic Science Institute in offering 6 master's degrees covering 40 graduate degree programs and over 70 different major areas of study with more than 1,400 graduate students. In 2014, UCO celebrated its 60th year of offering graduate studies. The JCGS Dean serves as the Executive Director for the new University College, which will provide a point of intersection and coordination for undergraduate studies within Academic Affairs. Along with the JCGS and the University College, other academic areas of oversight include the Broncho Education and Learning Lab (BELL) and the Office of Undergraduate Studies.

This position:

  • Provides guidance and counseling to students in matters related to academic goals, choice of curriculum, course load, and graduate admissions for all and primarily for online graduate offerings.
  • Completes admission and enrollment progress checks for individual students.
  • Assists with graduate student orientation.
  • Advises prospective graduate students associated with an assigned territory.
  • Initiates, develops, and maintains communication with prospective graduate students in relationship-building efforts.
  • Tracks, measures, updates, and analyzes the admissions funnel progression and performance from assigned territory.
  • Processes graduate admissions applications, interacts with prospective graduate students, and documents interactions through the CRM along with offering suggested improvements for CRM use.
  • Implements graduate admissions standards, graduate policies, and graduate program requirements. Develops relationships and consults with graduate program advisors concerning admissions standards and processes.
  • Engages in marketing activities to stimulate graduate enrollment.
  • Recruits graduate students through assisting in the development of graduate recruitment plans and by attending recruitment programs, events, and other recruitment activities.
  • Promotes graduate programs and the Graduate College through assisting in the development of graduate communication plans, correspondence, materials, handouts, publications, and other promotional activities.
  • Complete graduate student admissions processes for domestic and international graduate students.
  • Collaborates with on- and off-campus units in an effort to ensure up-to-date information is provided to prospective graduate students.
  • Provides admissions support to fellow graduate admissions specialists and other staff including the Graduate College Dean.
  • Collaborates with fellow team members and other academic units.
  • May serve as a primary point of contact for special prospective graduate student partnerships.
  • Provides high-level analytical support by conducting research, preparing statistical reports, and handling information requests associated with their assigned admissions territory.
  • Organizes and maintains prospective graduate student correspondence and Graduate College files.
  • Assists other staff and actively contributes to a team environment.
  • Assist with annual projects, conferences and events.
  • Operates and maintains office equipment.
  • Interprets policies and procedures and handles confidential matters with discretion.
  • Performs other duties as assigned.


Experience Required

Requires a bachelor's degree in related field or 4+ years of equivalent work experience in chosen field that provides knowledge of and exposure to fundamental theories, principles, and concepts; Requires strong written communication and organizational abilities.

Experience Preferred

Master’s degree. Knowledge of graduate admissions standards and program requirements. Knowledge and experience with writing and editing digital and electronic communication, formal documents, reports, manuscripts, books and other publications. Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, OnBase, Ellucian CRM Recruit, HubSpot, Banner, and other website integration tools. Strong oral and written communication skills. Sound judgement, creativity, organizational, and clerical skills. Ability to foster teamwork.


Excellent oral and written communication, interpersonal, human relations, public relations, and organizational skills. Effective telephone and customer service abilities. Adaptable and flexible. Personable demeanor with a willingness to help. Ability to work independently, handle multiple tasks simultaneously, and interact professionally with all segments of the University community. Ability to maintain confidentiality. Must be detail-oriented.

Will this employee supervise others?

No, this employee will NOT supervise other employees.

Physical Demands

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.

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