Admissions Advisor

The Company:  GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,400 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment. 

The Location: This position is located in Carlsbad, California at our corporate headquarters.

What to expect:

• We offer competitive medical, dental, vision and matching 401-K plans
• Paid vacation, sick and holidays, tuition assistance, commuter benefits 

The Environment:

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!
• Economic friendly services - electric vehicle charging stations on-site
• Ergonomic assessments offered on-site and virtually

About the Role

The Admissions Advisor serves as a trusted guide for prospective students throughout the admissions and enrollment journey. This role provides information on academic programs, admissions requirements, financial aid resources, and career pathways while helping students identify educational opportunities aligned with their personal and professional goals.

As a primary point of contact, the Admissions Advisor builds meaningful relationships with prospective students through phone, email, text, virtual meetings, and in-person interactions. The successful candidate will support enrollment objectives by delivering exceptional service, maintaining accurate records, and ensuring compliance with institutional policies and procedures.

Key Responsibilities:

1. Prospective Student Engagement & Advising (40%)

• Proactively engage prospective students through phone, email, text, virtual meetings, and in-person interactions.
• Assess student goals and interests to recommend appropriate academic programs and educational pathways.
• Provide accurate information regarding admissions requirements, program offerings, student resources, and career opportunities.
• Build trust and rapport with prospective students through consistent outreach and personalized support.
• Respond promptly to inquiries and address routine concerns throughout the admissions process.

2. Admissions & Enrollment Facilitation (25%)

• Guide prospective students through the application and enrollment process, including deadlines, documentation requirements, and next steps.
• Review admissions materials for completeness and accuracy and resolve routine documentation gaps.
• Monitor applicant progress and facilitate movement from inquiry to application, acceptance, and enrollment.
• Coordinate communications and follow-up activities to ensure a positive admissions experience.

3. Pipeline, Records & Follow-Up Management (15%)

• Manage an assigned prospect pipeline and prioritize outreach activities to support enrollment goals.
• Maintain accurate records of student interactions, application status, and outcomes within CRM and student information systems.
• Utilize reports and activity data to identify stalled applicants and implement timely follow-up strategies.
• Ensure all student records are updated, complete, and compliant with institutional standards.

4. Recruitment Events & Community Outreach (10%)

• Represent the institution at campus tours, open houses, information sessions, high school visits, career fairs, trade shows, and community events.
• Support planning and execution of recruitment and enrollment-related activities.
• Provide accurate information regarding academic programs, facilities, student services, and campus resources.
• Document and follow up on leads generated through recruitment events.

5. Compliance & Cross-Functional Collaboration (10%)

• Maintain knowledge of admissions policies, accreditation requirements, and applicable state and federal regulations.
• Collaborate with Financial Aid, Student Services, Academic Departments, and other stakeholders to support student success.
• Protect confidential student information and adhere to all institutional privacy standards.
• Escalate complex inquiries, complaints, or policy-related issues through established channels.

Required Competencies

• Strong relationship-building and student-centered communication skills.
• Excellent verbal, written, virtual, and presentation communication abilities.
• Ability to explain admissions requirements, processes, and educational pathways clearly and accurately.
• Strong problem-solving skills with the ability to identify issues and escalate appropriately.
• Effective organization and time-management skills in a fast-paced environment.
• Ability to manage a high-volume pipeline while maintaining accuracy and follow-through.
• Collaborative approach with the ability to work effectively across multiple departments.
• High level of accountability, professionalism, and attention to detail.
• Proficiency with Microsoft Office applications and technology platforms.
• Ability to quickly learn and effectively utilize CRM, student information, and virtual meeting systems.
• Adaptability in responding to changing priorities, schedules, and student needs.
• Commitment to maintaining confidentiality and protecting sensitive information.

Minimum Qualifications

Required

• High school diploma or equivalent.
• Minimum of three (3) years of experience in admissions, recruitment, customer service, consultative sales, advising, or a related field.
• Demonstrated experience managing frequent customer or prospective student interactions while maintaining accurate records and timely follow-up.
• Proficiency in Microsoft Office Suite and the ability to learn new technology systems.

Preferred

• Experience working in higher education, vocational education, or student enrollment environments.
• Experience using CRM and student information systems.
• Associate's or Bachelor's degree in Education, Business, Communications, or a related discipline.

Additional Requirements

• Ability to work occasional evenings and weekends to support recruitment and enrollment activities.
• Ability to travel locally for school visits, community outreach, and recruitment events.
• Ability to maintain confidentiality of student information and adhere to institutional policies and procedures.
• Successful completion of required background screening, if applicable.

Work Environment & Physical Demands

• Primarily office and campus-based work environment.
• Frequent use of computers, telephones, and standard office equipment.
• Regular interaction with prospective students, families, employees, and community partners.
• Occasional local travel to recruitment and outreach events.
• Ability to sit for extended periods while working on computers and conducting virtual meetings.
• Ability to stand and walk during campus tours, open houses, information sessions, and recruitment events.
• Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform essential job functions.

Pay range: $65,000-$85,000 annually

An Equal Opportunity Employer
All employment decisions are made without regard to unlawful considerations of race, sex, religion, national origin, age, disability, or any other legally protected status. Reasonable accommodations are available upon request.

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.