ILLINOIS COLLEGE OF OPTOMETRY
Job Description
STUDENT, ALUMNI AND COLLEGE DEVELOPMENT
ADMISSIONS COORDINATOR
LEVEL:
Non-Exempt
Salary Range: $18.00/hr. - $21.00/hr.
HOURS:
Monday – Friday
8:30 a.m. – 4:30 p.m. or 9:00 a.m. – 5:00 p.m.
(35 hours per week)
REPORTING RELATIONSHIP: Reports to the Senior Director of Admissions
SUMMARY:
Responsible for the implementation of activities concerning prospective students under
the direction of the Director of Admissions. This includes data entry, management of the
application and interview process, and participation in on- and off-campus activities. As a
member of the ICO Student, Alumni and College Development Team, the position
requires a student/customer service oriented individual. Each Team member must be
familiar with general college procedures, policies, services, and be able to assist any
students, potential students, their families, and college visitors at all times. Each Student,
Alumni and College Development Team member is responsible for demonstrating a
student/customer service orientation to students, potential students, their families, alumni,
college visitors, faculty, staff, and other institutions.
ESSENTIAL JOB FUNCTIONS
 Serves as front-line person for the Office of Admissions
 Answers telephone, email and walk-in inquiries in a friendly, tactful and professional manner
 Responds to prospective students’ inquiries regarding application procedure/admissions
requirements and status of their files via telephone, written, e-mail/internet, in person
 Responsible for data entry and data management in BLACKBAUD SIS
 Inputs all telephone, written and email inquires
 Inputs all incoming application information (i.e., transcripts, evaluations) into the database for
admissions records
 Scan all admissions related documents (i.e. transcripts, evaluations, Interview Day materials,
etc.)
 Prepares and maintains admissions data in Excel (Applicant Statistics worksheets)
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Performs basic admissions telephone and in-person counseling (requirements, application process,
etc.)
Attends recruitment events
Coordinate recruitment events with the direction of the Director of Admissions
Coordinates email recruitment campaigns
Provides admissions information for reports from BLACKBAUD SIS, Excel, etc.
 Generates School Reports Assists with Bimonthly Status Report
Assist in the revisions/updates of materials when necessary (i.e viewbook, booklets, Interview Day
Booklet, etc.)
Assist with compiling the Entering Class Profile Manages OAT score reports; downloads and
disseminates data
Assembles applicants’ files
 Download application files from OptomCAS into Blackbaud SIS
 Updates admissions records/files
 Documents all correspondence with applicants
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 Keeps track of files at all times
Schedules and coordinates daily candidate Interview Day
 Manage the Interview Day excel spreadsheet
 Sends “reminders” to all interviewees and interviewers
 Prepares all files and necessary forms
 Greets and brief applicants on the order of the day
 Interacts in a friendly, informative and professional manner
 Coordinates or conducts file reviews
 Conducts the wrap-up if necessary
Coordinates and prepares letters for admissions correspondence
 Communicates Admissions Committee decisions to candidates via letter signed by Senior
Director of Admissions
 Prepares data for Admissions Committee meetings, including files, data sheets and the
Admissions Committee Meeting report
Review ICO internet and intranet for updates as needed on an on-going basis
Coordinates various follow-up/information to incoming students through BLACKBAUD SIS, intranet
and social media
Performs organizational functions in the Student, Alumni and College Development Office
Revises and keeps current the admissions voice/telephone information system
Assists with Admissions Open House/Information Session events and the yearly summer program
 Delivers Admissions-related presentations to attendees
 Plans and coordinates events, student workers
MARGINAL FUNCTIONS
 Advertises college visits; assists in on-campus programs
 Supports and attends activities of all areas of the Student, Alumni and College Development
department with duties as assigned (graduation, honors assembly, etc.)
 Ability to work occasional evenings and weekends, when required
 Performs related duties as assigned by the Senior Director of Admissions or Vice President for
Student, Alumni and College Development
 Answers general Student, Alumni and College Development questions; directs students to
appropriate resource; familiarity with housing, etc.
 Prepares reports from Blackbaud SIS for recruitment advertising purposes
 Coordinates the dissemination of all Admissions Literature
 Prepares data download for fulfillment service on a weekly basis when necessary
 Assembles mailings in-house when necessary
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
 College degree or relative work experience
 Outstanding organizational and communication skills
 Effective and tactful communication skills to interact with staff, applicants, and visitors in person,
via phone or e-mail
 Must possess basic mathematical skills including addition and subtraction for tallying reports
 Experience in maintaining professionalism
 Ability to review, understand and apply concepts for various reports and projects
 Ability to work with confidential material with an attention to detail
 Must possess the ability to manage several tasks simultaneously and problem-solve innovatively
 Must possess excellent word processing, spreadsheet, and publishing programs knowledge
(BLACKBAUD SIS, Excel, Word, and PowerPoint)
 Data entry experience and ability
 Ability to operate various printers
 Ability to generate reports
 Must be familiar with the Internet
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Ability to operate copy machine and fax machine
Experience with various office machines
Ability to meet deadlines regardless of circumstances or pressures
Attendance must be in accordance with College Policy
The Illinois College of Optometry and the Illinois Eye Institute has no contract or implied contract with its
employees concerning the terms and conditions of employment. The Illinois College of Optometry and
the Illinois Eye Institute and its employees each have the right to terminate the employment relationship
at any time, with or without notice and no officer or employee of Illinois College of Optometry or Illinois
Eye Institute has the authority to alter or amend this expressed policy except the President, who is
authorized to alter or amend this expressed policy only in writing. Termination issues regarding faculty
are governed by the Faculty Handbook.
Please submit a cover letter referencing this position along with your resume to:
Illinois College of Optometry/Illinois Eye Institute
Human Resources Department
ATTN: SACD
3241 South Michigan Avenue
Chicago, IL 60616
No phone calls, please.
We are an EEO Employer.
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