Future Students Coordinator – Systems

The Future Students Coordinator – Systems & Communications works as an integral member of the Future Students Office (FSO) under the direction of the Manager, Student Recruitment. The Coordinator plays a lead role on the Future Students team by overseeing all student recruitment systems and software needed to effectively recruit undergraduate domestic students to TRU and by supervising and assigning work to the Student Ambassadors involved in recruitment (digital and systems) work. This role also manages, plans, develops, implements, and analyzes all digital recruitment activity and initiatives to ensure that prospective students have a positive experience when connecting with TRU digitally through our website, online chat or student portal (CRM) and events. The Coordinator develops, oversees, assesses and troubleshoots the future student communication plan which supports the transition of prospects through the enrolment funnel.

The Future Students Coordinator – Systems & Communications will support the broader recruitment team by recruiting prospective students through online and in person activity.

MAJOR DUTIES & RESPONSIBILITIES

• Manages and maintains the computerized student recruitment systems through regular monitoring and analysis in order to ensure that data integrity is maintained. Systems include but are not limited to: Comm 100 interactive chat and AI bot, Grey Matter CRM, Click Dimensions, Dynamics 365 software (bookings, power automate, shifts, SharePoint, MS teams).

• Liaises with internal and external contacts and clients to effectively manage future student systems (IT Services, TRU World, OL, Software clients etc.).

• With assistance from the IT Digital Specialist, is responsible for ensuring the functional aspects of student recruitment systems are set-up in compliance with TRU policies and procedures (privacy), and are executing properly. Troubleshoots related issues through a variety of means including providing training, fixing, or escalating the issue to the manager, other departments within the University, or external agencies/consultants.

• Oversees the implementation, training, and assessment of virtual recruitment initiatives.

• Develops and manages prospect student communications in the CRM and social media for the FSO team. This includes, writing, creating, building automation, and testing of communication. Communication may be email, SMS or social media messaging.

• Oversees the outcomes of the FSO communications through CRM reporting and analytics to ensure that goals of the FSO are being achieved. Make recommendations and adjustments as needed.

• Keeps current with the communications practices of competitor institutions and other market trends to ensure that FSO communications are current, relevant, engaging, and informative to our target audience(s).

• Produces reports from the CRM in order to track recruitment activities, evaluate initiatives and report on ROI.

• Develops and coordinate new digital programming to support domestic recruitment and conversion efforts.

• Researches and prepares analysis on recruitment system issues and establishes new digital procedures and programs to support domestic recruitment and conversion efforts in consultation with team members, the manager, student recruitment and IT Services staff. Collaborates with other TRU stakeholders on developing standards and procedures.

• Provides training to future student staff and other TRU staff and departments for related recruitment computer and software systems. Develops and documents systems and procedures.

• Coordinates and oversees the updating of virtual resources: PS BC, School Finder, Virtual Fairs, EPBC, Cost Calculator, Program Listings.

• Monitors and oversees website traffic and makes recommendations on design and layout changes for the FS webpage (in collaboration with Enrolment Services Web Strategist and MarCom).

• Alongside the Student Recruitment Coordinators, supports virtual recruitment events by creating and publishing events in virtual platforms (Event Bright, Zoom, websites etc.).

• Coordinates the work of employees (Co-op Students, Recruitment Assistant and Work Study Student); including assigning and checking work.

• Provides leadership and supervision of Future Student Ambassadors (when supporting digital recruitment work). This includes recommendations on hiring, overseeing training, planning, assigning, and checking work, providing feedback, making recommendations for training and development, provides input in the preparation of evaluations.

• Performs duties as a Future Student Advisor as required.

REPORTS TO

Manager, Student Recruitment

QUALIFICATIONS

EDUCATION:

• A four-year baccalaureate degree

EXPERIENCE:

• 3 years related work experience in a post-secondary environment or similar educational environment were working with digital communications, content, cloud-based systems (Dynamics 365) and a CRM was part of the role
• Experience in post-secondary recruitment, admissions or advising

SKILLS, KNOWLEDGE OR ABILITIES RELATED TO THE JOB

• Ability to exercise a high level of creativity and initiative
• Ability to lead team initiatives, coordinate the work of others and the ability to facilitate training and coaching
• Demonstrated ability in conducting effective presentations
• Ability to deal courteously and tactfully in person or digitally with students, parents, campus partners and stakeholders, contractors and the general public
• Adept at working effectively in teams with members possessing diverse skill sets, experience and ways of working
• Demonstrated ability to use Microsoft Office products (Word, PowerPoint, Excel), relational databases (i.e., CRM, Banner), and social media platforms
• Knowledge of university academic policies, admission requirements and program information
• Ability to work with minimal supervision and remain focused on meeting departmental objectives
• Demonstrated ability to plan, organize and prioritize work while managing multiple priorities to meet deadlines
• Valid Class 5 BC Driver's license with no restrictions that would prevent incumbent from required travel
• Ability to travel, independently, for extended periods of time, by road and air travel
• Ability to coordinate office workload, complete and coordinate necessary planning and communication task when travelling

WORKING CONDITIONS

• Sitting at a desk and computer for long periods of time
• Regular office conditions
• Repetitive lifting and carrying items weighing up to 20 kg
• Some travel required
• Some off-campus travel is required to deliver presentations and meet with clients, prospective students, families, and counsellors in high schools and at education/career fairs
• Standing for long periods of time on concrete floors during education/career fair events
• Set-up of computer/audio visual equipment and tables and chairs at on and off-site locations (on a frequent basis)
• Flexibility in work hours; some evening and weekend work required