Admissions Coordinator

The Admissions Coordinator supports Vanderbilt University’s graduate enrollment goals through a combined portfolio of prospective-student recruitment, applicant advising, yield outreach, application review, and admissions operations. Reporting to the Associate Dean of Graduate Admissions and Enrollment, the Coordinator independently manages assigned recruitment and applicant-engagement activities; interprets graduate admissions requirements for prospective students and campus partners; conducts preliminary review of routine application information; and coordinates assigned admissions-cycle processes within established policies, timelines, and enrollment priorities.

The position serves as a visible point of contact for prospective and admitted graduate students. It conducts presentations and outreach, supports on-campus and virtual recruitment events, develops relationships with students and university partners, and follows admitted students through key enrollment steps. The Coordinator also maintains accurate applicant records and supports application processing and quality control. The role exercises judgment in responding to applicants, tailoring outreach to different audiences, resolving routine admissions questions, and identifying matters that require policy or leadership review.

About the Work Unit:

Graduate Admissions and Enrollment is a unit within University Enrollment Affairs that supports Vanderbilt’s graduate enrollment goals through recruitment, application review and processing, admissions operations, systems, data, and service to prospective students, applicants, admitted students, academic programs, and campus partners. The office works across the university to support consistent, efficient, and student-centered graduate admissions practices.

Key Functions and Expected Performance:

Recruitment, Advising, and Yield Outreach

• Coordinate assigned graduate recruitment activities, including campus visits, information sessions, presentations, tours, virtual programs, and selected off-campus events.
• Serve as an admissions representative to prospective students, admitted students, families, faculty, staff, and external partners; explain Vanderbilt graduate offerings and admissions processes clearly to varied audiences.
• Advise prospective applicants on admissions requirements, application preparation, deadlines, credential submission, and appropriate next steps while recognizing questions that require academic or policy review.
• Manage assigned prospective-student and admitted-student outreach, including inquiry follow-up, event communications, yield campaigns, and individual follow-up with students who have not completed key enrollment steps.
• Develop and deliver audience-appropriate presentations, email communications, event materials, and other recruitment content in collaboration with enrollment and program colleagues.
• Build working relationships with academic programs, campus partners, undergraduate advising communities, alumni, and external organizations that support graduate recruitment and enrollment.
• Travel periodically and work selected evenings or weekends to represent Graduate Admissions and Enrollment at recruitment and yield activities.

Application Review and Admissions Operations

• Apply knowledge of graduate admissions standards and processes to review routine application information, assess completeness and eligibility under established criteria, and prepare preliminary recommendations or referrals for further review.
• Process graduate applications, transcripts, test scores, decisions, and supporting materials accurately and within established timelines.
• Independently manage assigned processing queues, application checklists, document uploads, status updates, and shared communication channels in Slate.
• Conduct routine quality-control reviews, resolve discrepancies within established procedures, and escalate policy exceptions, unusual credentials, or complex cases appropriately.
• Support decision release, enrollment confirmation, and other admissions-cycle processes, including proactive follow-up with applicants and admitted students.
• Maintain accurate records of recruitment contacts, applicant interactions, outreach activity, and enrollment status to support service, assessment, and continuity.

Events, Collaboration, and Continuous Improvement

• Independently coordinate assigned components of on-campus recruitment and yield events, including schedules, communications, room and technology needs, student-facing materials, registration, and follow-up.
• Collaborate with academic programs and university partners to resolve routine applicant and event issues and provide a consistent prospective-student experience.
• Identify recurring applicant questions, outreach gaps, processing issues, and student pain points; recommend improvements to communications, procedures, and workflows.
• Participate in testing and training when admissions systems, recruitment tools, processes, and procedures are implemented or upgraded.
• Develop expertise in designated areas of graduate admissions and share routine guidance with colleagues and student employees as assigned.

Supervisory Relationships:

This position does not have formal supervisory responsibility. It reports administratively and functionally to the Associate Dean of Graduate Admissions and Enrollment. The position may provide task guidance to student employees, temporary staff, or event volunteers for assigned activities.

Education and Certifications:

• Bachelor’s degree from an accredited institution of higher education, or an equivalent combination of education and relevant experience, is required.
• One to three years of experience in admissions, enrollment, student services, recruitment, advising, customer engagement, or higher education is preferred.
• A valid driver’s license and ability to travel periodically for recruitment activities are required.

Required Knowledge, Skills, and Abilities:

• Ability to communicate persuasively and accurately with prospective and admitted students in individual, group, virtual, and presentation settings.
• Ability to interpret admissions policies and requirements, evaluate routine application information, exercise judgment, and recognize when escalation is required.
• Strong relationship-building, written communication, presentation, event coordination, and customer-service skills.
• Strong attention to detail and accuracy in application review, data entry, document review, and records management.
• Ability to independently manage multiple recruitment activities, outreach assignments, processing queues, priorities, and deadlines.
• Ability to manage confidential information and work effectively with a wide range of constituencies and educational backgrounds.
• Comfort using a CRM or database system; experience with Slate is preferred, with training provided as needed.
• Ability to analyze routine problems, identify patterns, and recommend practical improvements to applicant communications and admissions processes.

Role Scope:

The position is expected to maintain a recurring portfolio across recruitment, advising, yield outreach, application review, and admissions operations. Recruitment and applicant-engagement responsibilities are an ongoing component of the role and are not limited to occasional event support.