Description
Summary
The Admissions Counselor serves as a front-line ambassador for Midwestern University, guiding prospective students through the admissions process and representing MWU at recruitment events. Reporting to the Director of Admissions and working closely with the Associate Director, this role combines personalized engagement with data-driven recruitment strategies, academic program management, application review, and event planning. Counselors ensure an inclusive, compliant experience while driving enrollment goals and contributing to strategies that support institutional success. In this position, predictable in-person attendance is required; some evening/weekend hours during peak recruitment cycles.
Essential Duties and Responsibilities
Student Advising & Recruitment
Advise prospective students on programs, requirements, and next steps.
Lead campus tours and info sessions (in-person and virtual).
Respond promptly to inquiries and maintain accurate CRM notes.
Manage assigned programs and attend recruitment events ( 15% travel).
Represent MWU at fairs and conferences while coordinating travel.
Build relationships with feeder schools and track conversion results.
Digital Engagement & Events
Host virtual sessions and webinars; engage via email, SMS, and social media.
Suggest content based on applicant questions and trends.
Coordinate interview and admit days, including logistics and communications.
Application Review & Data Management
Review applications and recommend decisions.
Maintain accurate CRM records and ensure data integrity.
Prepare pipeline reports and analyze trends.
Use data to improve recruitment strategies and processes.
Collaboration & Compliance
Work with faculty and staff for consistent messaging.
Support transition from admission to matriculation.
Serve as liaison for assigned programs.
Protect applicant data and follow FERPA and NACAC guidelines.
Promote accessibility and inclusive practices.
Professional Development
Stay current on admissions trends and tools; attend trainings and conferences.
Share knowledge and contribute to team improvements.
Other
Additional duties as assigned by the Director of Admission or Associate Director of Admissions.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Must be able to work in a constant state of alertness and safe manner and have regular, predictable, in-person attendance. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and /or Experience
A bachelor's degree from an accredited institution and having at least one year of office experience is required with strong customer service skills. A master's degree in Higher Education Administration or a related field and experience in higher education admissions or student services, is preferred.
Must be able to demonstrate excellent written and verbal communication abilities, including confidence in public speaking, and be comfortable working evenings and weekends with the ability to travel approximately 15 percent, as well as regionally or nationally as required.
Key Skills & Abilities
Customer Service & Advising: Empathy, active listening, and solution-focused approach
Organization & Time Management: Ability to prioritize and meet deadlines independently
Data Literacy: Skilled in interpreting reports and using data for decisions
DEI & Accessibility: Commitment to inclusive practices and supporting diverse communities
Professionalism & Ethics: Confidentiality, integrity, and compliance with regulations
Driving & Travel: Valid driver's license (if required); ability to travel regionally/nationally
Computer Skills
Proficiency with MS Office (Word, Excel, Outlook, PowerPoint).
Experience with admissions CRM systems (Slate preferred) and/or Salesforce/TargetX; strong attention to data accuracy.
Familiarity with webinar platforms (Teams/Zoom) and basic email/SMS campaign tools.
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 job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand. The employee is regularly required to walk; reach with hands and arms. The employee is frequently required to sit, Use hands to finger, handle, or feel; talk and hear. The employee must frequently lift and /or move up to 10 pounds and regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday's, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws and regulations. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
