Admissions Coordinator F/T

Qalam is an Islamic educational institute committed to nurturing faith, character, and personal growth through learning rooted in our sacred tradition. We believe that deepening one’s understanding of Islam should lead to becoming a better person. Our mission is to inspire growth through nurturing education built on a sacred foundation.

We are seeking a detail-oriented Admissions Coordinator to join our Enrollment Management team. In this role, you will manage and improve admissions and enrollment systems (including SIS, LMS, and application platforms), support applicant recruitment and conversion, oversee the reviewer pipeline, and run the admissions help desk. You will also assist with data collection, process automation, and general enrollment tasks such as student onboarding, financial aid, and class registration. This position requires technical proficiency, strong organizational skills, and the ability to manage multiple deadlines in a fast-paced environment.

• Assist in implementing and improving the admissions workflow, processes, requirements, form questions, assessments, review rubrics, and automations in the Survey Monkey Apply software
• Assist in the implementing and improving the class registration and financial aid workflows. 
• Administer and integrate various enrollment and academic systems including the Student Information System (SIS: Classter), Learning Management System (LMS: Canvas), Attendance System (SEAtS), Airtable, etc. Occasionally use Zapier, Webhooks, and APIs to automate processes. 
• Assist with data collection, analysis, and presentation to support data-driven decision making in enrollment management and other departments as needed.

• Contribute to the development and execution of marketing and recruitment strategies for the admissions process, especially targeted outreach programs.
• Oversee the team of reviewers for assessments, interviews, final reviews, etc. Keep track of and flag delays in review completion by tests, interviewers, and final reviewers.
• Follow up with applicants stagnated at various stages in the enrollment workflow via automated and manual emails, texts, and phone calls.
• Edit and update application forms to correct mistakes, change recommendations, manually input recommendations, etc.
• Assist with troubleshooting glitches in the admissions software

• Manage the admissions email and SMS help desk and ensure timely responses and resolutions to all inquiries.
• Update and create email response templates based on FAQs and assist with developing a knowledgebase to train the help desk AI on.

• Assist with other enrollment management or Seminary tasks as needed, such as student onboarding, tuition collection, financial aid, class registration, managing student records, etc.

• Technically savvy with the ability to learn new software and tools quickly.
• Highly organized and able to manage multiple tasks and projects.
• Keen attention to detail and strong analytical skills.
• Ability to work effectively under pressure and handle quick deadlines.
• Strong communication and interpersonal skills.
• Discretion and commitment to maintaining confidentiality.
• Prior experience in admissions, higher education, or a related field is preferred
• Associate’s, Bachelor’s or ʿĀlimiyyah degree preferred
• Embody the core values of the Qalam Seminary