Transfer and Graduate Enrollment Counselor

Job Description

Job Description

Heidelberg University is seeking to hire a Transfer and Graduate Enrollment Counselor. Reporting to the Executive Director of Admissions and Enrollment, the Transfer and Graduate Enrollment Counselor is responsible for leading Heidelberg University’s recruitment and enrollment efforts for transfer and graduate student populations. This position manages all aspects of the transfer recruitment funnel and works closely with graduate program chairs to market, recruit, and advocate for Heidelberg’s graduate programs, contributing to targeted goals in inquiry generation, applications, admits, deposits, and enrolled students.

This position works collaboratively with Enrollment Management staff primarily during normal business hours with some evening and weekend requirements, as well as periodic travel for recruitment events and outreach activities. The Transfer and Graduate Enrollment Counselor may also provide general oversight to student employees as needed for successful outcomes in transfer and graduate recruitments.

Essential Duties and Responsibilities:

Transfer Recruitment and Territory Management

• Coordinate outreach and recruitment activities focused on transfer students from community colleges, four-year institutions, and non-traditional pipelines, with responsibility for meeting or exceeding annual transfer enrollment goals.
• Identify, cultivate, and manage prospective transfer students within an assigned territory or portfolio, including developing recruitment travel plans and outreach strategies aligned with institutional priorities.
• Select, schedule, arrange, and complete visits to community colleges, high schools, college fairs, and select recruitment events that support transfer enrollment.
• Build and maintain relationships with advisors, faculty, and other key partners at feeder institutions to promote Heidelberg’s academic programs and transfer pathways.
• Collaborate with financial aid staff to understand transfer-specific financial aid and scholarship options and effectively communicate funding opportunities to students and families.
• Collaborate with the Registrar’s Office and the Owen Center to coordinate timely transfer credit evaluations, communicate equivalencies and remaining requirements, and help prospective students understand how previously earned coursework applies toward a Heidelberg degree.

Graduate Enrollment, Marketing, and Program Advocacy

• Serve as the primary admissions counselor for designated graduate programs, partnering closely with graduate program chairs and faculty to develop recruitment strategies, messaging, and annual plans.
• Coordinate communication flows and outreach campaigns for graduate prospects and applicants, leveraging email, text messaging, social media, and phone outreach to move students through the enrollment funnel.
• Support program chairs in identifying target audiences and markets, participating in program-specific recruitment events (virtual and in-person), information sessions, and webinars.
• Advocate for graduate programs and prospective students across campus by communicating prospect and applicant needs, timelines, and barriers and by helping to coordinate solutions with key offices (Financial Aid, Business Office, Academic Affairs, etc.).

Application Review and Enrollment Management

• Review and evaluate transfer and graduate applications within assigned populations, including academic records and supporting documentation, to assess admissibility and potential for success at Heidelberg.
• Make admission recommendations in accordance with institutional policies and in consultation with program chairs and the Executive Director as appropriate.
• Track applicants and admits through decision, deposit, and enrollment, taking proactive steps to address melt risk at each stage for both transfer and graduate cohorts.
• Communications, Outreach, and Relationship Management
• Develop and maintain continuous communication with prospective transfer and graduate students via phone, written correspondence, email, text messaging, social media, and virtual platforms, with an emphasis on high-touch, personalized engagement.
• Work closely with parents, guardians, advisors, and other influencers throughout the recruitment and enrollment process, providing clear and timely information about academic programs, policies, and next steps.
• Assist with planning and execution of on-campus and virtual recruitment and yield events, including visit days, open houses, graduate program events, and orientation-related activities.

Additional Responsibilities

• Support campus-wide recruitment, yield, and new student onboarding events, including those for first-year, transfer, and graduate students as assigned.
• Perform other duties as assigned in support of admissions and enrollment operations.

Core Values and Personal Attributes:

• Core values – models leadership values of integrity, honesty, humility, transparency, respectfulness, diversity, caring, loyalty and accountability in all work.
• Intellectual dynamism – demonstrates mental sharpness, capability and agility.
• Self-knowledge – gains insight from successes and mistakes.
• Personal learning – seeks feedback and counsel to improve managerial behavior.
• Peer relationships – encourages collaboration and cooperation across the organization.
• Teamwork – performs most effectively as a hard-working member of a team.
• Constituency focus – completes work to meet constituencies’ expectations and requirements.
• Community focus – brings a spirit of enthusiasm and energy to the campus and town.

Desired Attributes and Qualifications:

Education and Professional Experience

• Associate's degree or higher; and,
• A valid driver's license

Preferred Education and Experience

• Bachelor's degree
• Previous experience in a small, liberal arts institution
• Experience collaborating with faculty, administrators, coaches, and staff to support student recruitment, enrollment, and retention.

Necessary Knowledge, Skills, and Abilities:

• Outstanding interpersonal communication and public speaking skills.
• Strong organizational and analytical abilities.
• Excellent attention to detail.
• Ability to be flexible and adapt to changing circumstances.
• Computer competency on word processing and database software.
• Ability to perform job duties, including decision-making, independently and skillfully as well as be an effective member in a team environment.
• Ability to work evenings and weekends and travel extensively during the fall and spring.
• Ability to work with a diverse cross-section of individuals.

Tools and Equipment Used: Knowledge of operation and use of various office equipment including, but not limited to: personal computer (including spreadsheet and word processing software), integrated database software, fax machine, copier, telephone, scanner, printers, and adaptive technologies.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this job, the employee is frequently required to use arms, hands and fingers to operate and manipulate equipment generally found in an office setting. The employee may be frequently required to be mobile, communicate, and hear. The employee must frequently lift and/or move up to ten (10) pounds and occasionally lift and/or move more than twenty-five (25) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Mental demands include varied degrees of occasional stress while performing job duties.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee frequently works in an office setting. The noise level in the work environment will range from moderately quiet to moderately loud.