Admissions Assistant, Graduate School

Job Title: Admissions Assistant, Graduate School
Position No.: PROF-GRADAA-FT-10032013
Department(s):   Graduate School
Reports To: Director, Graduate School
Job Status: Non-Exempt

Position Summary:

The Admissions Assistant supports all phases of the university admissions process for graduate programs.

Job Responsibilities:

  • Receives and routes inbound calls to appropriate HBU personnel.
  • Assists in calling campaigns to prospective students at various stages of the admission cycle.
  • Respond to customer inquiries in person, over the telephone and via internet, in a friendly and professional manner.
  • Provides a high level of personalized service to inquiries and applicants. Gathers information on graduate inquiries and inputs into databases for mailings and communications.
  • Provides accurate information and quality customer service at all times.
  • Maintain accuracy and integrity of all graduate admission databases and student files, including control of duplicate records.
  • Verifies prospective students contact information to ensure communication plan success.
  • Enters appropriate student information into corresponding database as needed for all phone, email, and person to person communication with prospective students.
  • Communicates status of admissions process to students. Works closely with the graduate program staff concerning the status of applicant files (both open and complete).
  • Appropriately logs all incoming transcripts in the student tracking system.
  • Appropriately logs all supporting application documents into the student tracking system.
  • Assists in GPA calculation on all applicant files.
  • Sends appropriate letters to applicants in order to collect necessary information for an admission decision to be made.
  • Follow-up contacts to all newly admitted and re-entry students who do not enroll.
  • Reviews content of graduate admissions web pages; updates to assure information reflects current marketing message, policies and practices, makes recommendations for revisions to ensure accuracy and optimal delivery of information.
  • Update website periodically.
  • Assist the Director with various marketing and recruiting events such as information receptions, trade shows and education fairs. This may involve occasional evening or weekend commitments.
  • Other duties as assigned.


  • Bachelor’s degree preferred. Relevant work experience will be considered in lieu of degree.
  • Excellent communication skills.
  • Ability to maintain excellent records in a database
  • Must be computer literate, especially in the use of Microsoft Windows, Word and Excel
  • Possess skill and knowledge of Banner, Argos, and Recruiter, preferred.
  • Excellent organizational skills.
  • Ability to set priorities.
  • Ability to handle multiple tasks.
  • Ability to deal effectively with others, working in a collaborative team environment.
  • Self-reliant, decisive, proactive, enthusiastic, and make a positive impression on others.

Additional Info:

Monday- Friday: 8:00-5:00, some evenings and weekends required.


Houston Baptist University is committed to maintaining a teaching faculty and staff who share an active Christian faith. The Preamble to the By-Laws of the University sets forth a statement of belief which each University employee is expected to support and personify. Your submittal of an application for employment indicates your acceptance and affirmation of these statements.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all duties, responsibilities, and requirements of personnel.


Background checks are performed on every new hire. If your application is selected to continue with the interviewing process you will be required to submit a Background Check form. If you decline, your application may be denied. By proceeding with the online application you understand and accept this process.