Admissions Application Manager

The Admissions Application Manager oversees, organizes, and manages the entire application lifecycle and review process at Claremont School of Theology. Utilizing Populi (Student Information System/CRM) and Google Drive, this position ensures that applicant files are meticulously maintained, complete, and seamlessly routed to the appropriate program counselors and review committees.

Additionally, the Admissions Application Manager serves as the primary frontline contact for general admissions inquiries via email, phone, and live chat. This position handles initial procedural questions while strategically triaging and routing substantive academic questions, program-specific counseling requests, and relationship-building opportunities to designated Admissions Counselors.

Essential Duties and Responsibilities

Application Process & Systems Oversight (Populi & Google Drive)

• Fully understand, oversee, and manage the technical and operational workflows of the application lifecycle from intake to decision notification.

• Utilize Populi to manage applicant records, track file progress through the enrollment funnel, and ensure high data integrity (e.g., auditing records, resolving duplicates, updating status tags).

• Organize and maintain digital applicant files and review folders within Google Drive, ensuring secure access, standardized naming conventions, and efficient document retrieval.

• Audit application submissions to ensure all required components (transcripts, recommendations, essays, test scores) are received; assemble completed files for program review.

• Coordinate the distribution of completed application files to Admissions Counselors and program faculty evaluation committees in a timely manner.

• Prepare, issue, and log official admission outcome letters and scholarship notifications under the direction of leadership.

• Generate routine reports from Populi regarding application volume, completion rates, and file statuses.

Communication & Inquiry Triage

• Serve as the primary point of contact for initial and general communications arriving to the Admissions Office via email, phone, live chat, and physical mail.

• Provide prompt, professional, and courteous service to prospective students by answering general questions regarding deadlines, application requirements, and status updates.

• Identify high-touch relationship-building opportunities or substantive program-specific questions and efficiently hand them off to the designated Admissions Counselor for that academic program.

• Ensure all new inquiries entered into Populi receive initial confirmation and relevant information in a timely manner.

Operational & Administrative Support

• Maintain admissions electronic archives, cloud storage, and physical filing systems (when applicable) in compliance with institutional policies and privacy standards.

• Process physical/scanned mail daily, processing and scanning transcripts and application materials into Populi/Google Drive.

• Assist team members with administrative setup and logistics for recruitment events, information sessions, and prospective student campus tours as needed.

• Assist in maintaining inventory and digital assets for admissions forms, brochures, and application guides.

• Perform other related operational duties as assigned.

• Bachelor’s degree preferred (or equivalent combination of education and experience).

• Minimum 2 years of office, administrative, or operations experience, preferably within a college/university admissions or registrar setting.

• Experience with theological education or non-profit academic settings is a plus.

Technical Skills & Systems:

• Populi SIS/CRM: Direct hands-on experience or demonstrated ability to quickly master Populi (or similar Student Information Systems / CRMs such as Empower or Salesforce).

• Google Workspace: Advanced proficiency in Google Drive, Google Docs, Google Sheets, and Gmail workflow management.

• Strong general computer literacy, typing speed (45+ WPM), and comfortable working with digital databases and file-sharing permissions.

Core Competencies & Soft Skills:

• Communication & Triage Skills: Exceptional written and verbal communication skills; ability to discern general procedural inquiries from substantive counseling situations requiring transfer to program staff.

• Organizational Mastery: Highly detail-oriented with strong project management skills and the ability to multitask effectively in a fast-paced environment.

• Customer Service Orientation: Pleasant, welcoming, and responsive demeanor; commitment to providing exemplary service to applicants and prospective students.

• Intercultural & Interreligious Competency: Ability and enthusiasm to interact respectfully and effectively with a diverse population of applicants from various cultural, ethnic, and religious backgrounds.

• Discretion & Data Integrity: High degree of discretion and understanding of confidentiality regarding student records., * Bachelor’s (Preferred), * Office, administrative or operation : 2 years (Preferred)

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Retirement plan