Transfer & Online Admissions Counselor

Role overview

The Transfer, Online, and Re-Entry Admissions Counselor supports student recruitment and enrollment for three key groups: transfer students, online learners, and students returning after a stop-out. The role is focused on meeting enrollment targets through relationship-based outreach, thoughtful guidance, and use of data to move prospects through the admissions funnel.

This position blends recruitment, application review, student advising, and reporting. The counselor will manage a significant pipeline, evaluate transcripts and applications, coordinate travel and events, and help remove academic, financial, and procedural barriers so students can complete enrollment successfully.

Recruitment and relationship management

The counselor is expected to build and maintain a strong territory strategy, generate interest, and support conversion to enrollment through proactive outreach and regular follow-up. Responsibilities include travel planning, event participation, and partnership development with feeder institutions.

• Work toward or surpass assigned enrollment targets for transfer, online, and re-entry populations.
• Plan and carry out regional and out-of-state recruitment travel, including college fairs, community college visits, virtual events, and similar outreach activities.
• Support the Director in developing partnerships with community colleges, technical schools, and other feeder institutions.
• Reach out to students who previously attended the university and have since stopped out.
• Help organize and run virtual and in-person information sessions, campus visits, and individual counseling meetings.
• Manage a defined student territory or portfolio through each stage of the enrollment process.
• Keep outreach activity, appointments, and follow-up work at a steady pace to support goal achievement.
• Handle travel planning, materials, scheduling, and budget awareness for recruitment trips that may include evenings and weekends.

Application review and evaluation

This position also includes timely and accurate review of applications and supporting academic records for transfer and returning students. The counselor works with internal partners to help determine credit transfer outcomes and support enrollment decisions.

• Evaluate transfer applications, transcripts, and related documents efficiently and accurately.
• Review prior academic records for returning students, including academic standing and any unpaid financial obligations.
• Work with the Director, academic departments, and the Registrar’s Office on transfer credit equivalencies and degree audit reviews.
• Explain articulation agreements, transfer policies, and graduation timelines to support student decision-making.
• Render admissions decisions in line with university policy and enrollment objectives.
• Keep current on online and on-campus academic programs, as well as student support services.
• Process applications quickly to preserve momentum in the enrollment cycle.

Student advising and barrier removal

The counselor serves as a primary contact for prospective students and helps guide them through program choice, financial aid, and enrollment steps. A major part of the role is identifying and resolving issues that could prevent a student from enrolling or re-enrolling.

• Act as a main point of contact and student advocate throughout the admissions process.
• Provide individualized guidance on programs, financial aid, scholarships, and enrollment requirements.
• Identify and address obstacles such as financial holds, academic probation, and personal circumstances.
• Use phone, email, text, and CRM tools for frequent outreach that keeps students moving toward enrollment.
• Partner with Financial Aid, Student Accounts, Academic Advising, and Student Success to resolve barriers quickly.
• Create tailored re-entry plans that take academic, financial, and personal factors into account while keeping the focus on enrollment completion.

Data management and reporting

Accurate CRM usage and performance tracking are essential to this role. The counselor will monitor activity, maintain records, and prepare reports that help assess pipeline health and recruitment effectiveness.

• Maintain complete and accurate records in Slate CRM.
• Track personal metrics such as contacts, appointments, applications, and enrollments.
• Monitor recruitment activity, application status, conversion trends, and re-entry outcomes.
• Prepare routine reports on recruitment results, stop-out engagement, pipeline status, and progress toward goals.
• Support ongoing improvements to admissions processes, re-entry procedures, and the student experience.
• Perform additional duties assigned by the Director of Transfer Admissions and Online Enrollment.

Minimum qualifications

• A bachelor’s degree from an accredited college or university is required.
• Two to four years of admissions or enrollment management experience in higher education is required, with transfer experience preferred.
• Ability to travel regionally and out of state, with flexibility for evening and weekend work during busy recruitment periods.
• Experience reviewing applications, evaluating transfer credits, and working with community college transfer processes is preferred.
• Strong written and verbal communication skills, including the ability to present in person and virtually.
• Excellent interpersonal skills with the ability to build effective relationships with students, families, colleagues, and external partners.
• Strong organization and time management skills, including the ability to balance multiple projects, travel logistics, event planning, and deadlines.
• Experience with Slate or a similar CRM/enrollment system, application review tools, Microsoft Office, and virtual meeting platforms.
• Ability to work both independently and collaboratively in a student-centered environment.
• Valid driver’s license and reliable transportation are required for travel.

Preferred background

• Experience working with community colleges or related outreach is preferred.
• Background in planning events for admitted students or transfer audiences is preferred.
• Familiarity with stop-out or non-traditional student populations is preferred.
• Knowledge of Indiana’s higher education transfer environment is preferred.

About the university

The University of Indianapolis is a private liberal arts university located on 65 acres near downtown Indianapolis. With more than 700 faculty and staff, it emphasizes close campus connections, community partnerships, and a service-centered mission.

The university’s mission is to prepare graduates for effective, responsible, and articulate participation in the communities and professions they serve. Its motto, “Education for Service,” reflects a commitment to strengthening communities locally and beyond.

The institution welcomes talented, civic-minded, and diverse candidates from all career stages. It is an equal opportunity employer and considers all qualified applicants without regard to race, sex, age, color, religion, national origin, disability, citizenship status, military status, marital status, sexual orientation, gender identity, or gender expression. The university also does not discriminate on the basis of sex in educational programs or activities, including employment and admission, as required by Title IX.

Benefits

• Medical coverage
• Vision coverage
• Dental coverage
• Life insurance
• Tuition discount
• 403(b) retirement savings plan
• Paid vacation and sick time accruals
• Paid holidays and additional university days off
• Employee discounts and services
• Free parking
• On-site health and wellness center