Director of Graduate Admissions and Financial Aid

Santa Clara, Santa Clara County
Mar 24, 2014

Director of Graduate Admissions and Financial Aid

School of Education, Counsel, Psych

Fixed Term End Date

Part Year

FLSA Status

Position Purpose

Fixed-term: This position is fixed-term for 16 months with possible extension or conversion to regular status depending on funding.

Reports to: Assistant Dean of Marketing and Enrollment Management

Start date: Position is available immediately and will remain open until filled.

The School of Education and Counseling Psychology at Santa Clara University offers master’s degree, certificate, and professional credential programs in teacher preparation and advanced studies, educational leadership and administration, and counseling psychology. The School currently serves approximately 600 students with a 30% representation of diversity. Guided by strong dedication to academic excellence and service to society, the School of Education and Counseling Psychology at Santa Clara University educates compassionate, competent, and ethical professionals committed to meaningful and supportive engagement with people, schools, and communities.

The primary purpose of this position is to develop and implement the recruitment and admissions strategies for all of the graduate, credential and certificate programs of the School of Education and Counseling Psychology. Under the direct supervision of the Assistant Dean of Marketing and Enrollment Management and in partnership with the Director of Student Services, the Director of Admissions and Financial Aid position develops the recruitment strategy and oversees operations required for achieving admissions and enrollment targets. These activities are expected to result in consistent enrollment of high-quality students and increased awareness of all School programs. There will be a recruitment and scholarship budget oversight and shared supervisory responsibility for a Graduate Admissions and Student Services Coordinator and several student assistants.

Essential Duties and Responsibilities


A. Develop and implement strategies to recruit and enroll high-quality graduate students in the School of Education and Counseling Psychology.

B. Market Analysis: Analyze competitive programs and market conditions that impact recruiting and enrollment.

C. Prospective Student Communications: Serve as the primary contact for prospective students and applicants. Oversee all communication planning and activities to respond to general program questions, admissions requirements and deadlines, the status of application

D. Application Operations: Manage application process and operations.

E. Financial Aid and Scholarships: Work with the Assistant Dean of Marketing and Enrollment Management to oversee the School’s scholarship budget for graduate students including determining awards.


1. Develop recruitment strategy to meet application, admission, and yield targets for all programs (Teacher Education Preparation, Educational Leadership, and Counseling Psychology programs)

2. Develop and manage effective recruiting events on-campus and off-campus.

3. Utilize electronic media and other channels to reach prospective students.

4. Provide input into marketing plan specific to graduate education and counseling psychology programs.

5. Serve on local, regional and national associations to ensure best practices in graduate admissions.

Market analysis:

1. Monitor and assess competitive graduate education and counseling psychology programs.

2. Obtain and analyze admissions feedback from prospects, applicants, and admits.

3. Complete periodic profiling of new students by program.

4. Assess effectiveness of targeting strategies and communications channels for prospects and applicants.

5. Work with Assistant Dean of Marketing and Enrollment Management to revise website, online, and social media communications channels.

Programs Recruitment and Admissions:

1. Develop and implement recruitment plan specific to all programs.

2. Establish prospect pools to ensure targets for quality and quantity are met or exceeded.

3. Implement communications plan to maintain contact with prospects, applicants, and admits.

4. Coordinate the faculty application review process and serve as the primary communications liaison between applicants and faculty on admissions decisions.

5. Work with the Director of Student Services on the smooth transition of applicants into matriculation.

Application Operations

1. Co-manage the Graduate Admissions and Student Services Coordinator and student assistants on to process application materials in a timely manner.

3. Manage all application procedures and incorporate best practices.

4. Oversee applicant communication and service.

5. Ensure smooth transition to academic support team.

6. Serve as a primary PeopleSoft power user.

Financial Aid:

1. Collaborate with the Assistant Dean of Marketing and Enrollment Management and the Director of Student Services to facilitate and lead scholarship operations.

2. Work with Financial Aid and Bursars office to insure timely communication.

3. Effectively use funds to increase quality and quantity of students.

Provides Work Direction

Graduate Admissions and Student Services Coordinator and several student assistants


Strong expertise in graduate school recruiting and application operations. Knowledge of graduate programs in education and counseling psychology is a plus.

Strong commitment and experience to multiculturalism and social justice.

Physical Demands

Considerable time is spent at a desk using a computer terminal

May be required to travel to other buildings on the campus

Work Environment

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job:

Typical office environment

Mostly indoor office environment with windows

Office equipment noise, such as phones and copiers etc.

Offices with frequent interruptions


Understanding and support of the Jesuit tradition of education and a commitment to the fundamental values of service to others, community and diversity.


Exceptional management experience and administrative skills.

Demonstrated interpersonal, customer service, written and oral communication skills.


Spanish speaking ability, preferred.

Ability to manage complex processes and procedures with attention to detail and accuracy.

Ability to exercise sound and appropriate judgment in a challenging work environment

Demonstrated ability to cultivate collaborative relationships with internal and external constituencies.

Ability to maintain high level of confidentiality.

Ability to work some required evenings and weekends

Ability to travel will be required, including off-site recruitment events

Education and/or Experience

Masters Degree Required.

Minimum of 5-7 years relevant work experience in higher education administration.

Hiring Range
$60,992 per year

EEO Statement

Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Job Open Date

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