Transylvania University

Transylvania University invites applications for an Administrative Support Specialist, Enrollment Management.  The Administrative Support Specialist, Enrollment Management is a highly organized, proactive, and essential member of the Enrollment Management team at Transylvania University. This role provides high-level administrative and operational support to the Vice President for Enrollment (VPEM), ensuring effective time management, seamless communication, and successful coordination of initiatives. Simultaneously, the position leads the coordination of all daily admissions visits, creating an exceptional and personalized experience for prospective students and their families from inquiry through their on-campus visit.

This position requires outstanding attention to detail, excellent interpersonal and communication skills, a proactive problem-solving approach, and the ability to manage a wide range of responsibilities efficiently in a fast-paced environment.

Essential Duties: 

I. VP Support (Administrative, Logistics, and Project Coordination)

• Administrative Management
  • Provide high-level administrative support including calendar management, scheduling, and meeting coordination.
  • Prepare agendas and materials for meetings and ensure efficient follow-up on action items.
  • Maintain a well-organized office environment for the VPEM, including supplies and filing systems.
• Communication & Correspondence
  • Serve as a primary point of contact for internal and external stakeholders.
  • Screen calls, manage professional communications, and handle sensitive matters with discretion.
• Travel & Expense Coordination
  • Arrange all VPEM travel, including transportation, lodging, and itineraries.
  • Process expense reports and oversee departmental purchasing and invoice submissions in line with university policy.
• Project Support
  • Assist the VPEM with special projects, including research, data collection, presentations, and report development.

II. Visit Coordination (Program Design, Communication, Ambassador Oversight)

• Campus Visit Planning
  • Coordinate the daily visit experience for prospective students and families, including tours, info sessions, faculty/coach meetings, and overnight stays. 
  • Customize itineraries to align with student interests and academic goals.
• Visitor Communication
  • Serve as the main point of contact for prospective visitors, managing all visit-related communications via phone and email.
  • Ensure timely confirmation and provide pre-visit information to enhance preparedness and engagement.
• Ambassador Program Oversight
  • Manage the Admissions Ambassador program by scheduling student ambassadors, ensuring their readiness, and maintaining quality representation of the university.

III. Operational Duties (Campus Logistics, CRM Management, Feedback Analysis)

• Campus & Facility Coordination
  • Collaborate with Dining Services, Academic Departments, Athletics, and other campus partners to reserve meeting spaces and arrange visit accommodations.
• CRM & Data Entry
  • Accurately maintain visitor records in the Slate CRM system.

  • Track visit activity for reporting and planning purposes.

• Visitor Feedback & Continuous Improvement
  • Collect and review feedback from campus visitors to identify trends and inform enhancements to the visit experience.
  • Recommend adjustments to scheduling, programming, or ambassador training based on feedback insights.
• Event Support
  • Assist with larger admissions events as needed, particularly with visit logistics and coordination.

Qualifications
• Bachelor’s degree preferred; Associate’s degree with relevant experience considered.
 • Minimum of 3–5 years of experience in executive support, admissions, or event coordination (preferably in higher education).
 • Strong organizational, time management, and multitasking abilities.
 • Excellent written and oral communication skills with a commitment to customer service.
 • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); CRM experience (Slate preferred).
 • Proven ability to manage confidential information with discretion.
 • Strong interpersonal skills and the ability to work with diverse groups.
 • Capable of working independently while contributing to a team.
 • Flexibility for occasional evening or weekend hours for events.

Transylvania is an Equal Opportunity Employer and is committed to enhancing the diversity of the university community.  In support of this goal, we seek qualified candidates with a wide range of backgrounds, perspectives, and experiences.  We embrace diversity and encourage all who are interested to apply.  Qualified candidates may submit their cover letter to the attention of Erin Craig, Vice President, Enrollment.  Special consideration will be given to those who apply by September 20, 2025, however, applications will be accepted until the position is filled.