Admissions Assistant, The Graduate School

Job Title: Admissions Assistant, The Graduate School
Position No.: PROF-GRADAA-FT-07142015
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:

  • Receive and route incoming calls to appropriate HBU personnel
  • Respond to customer inquiries in person, over the telephone and via the internet in a friendly and professional manner
  • Provide a high level of personalized service to inquiries and applicants.  Collect information regarding graduate inquiries and input into database for future communication
  • Provide accurate information and quality customer service at all times
  • Maintain accuracy and integrity of the Graduate School admission databases and student files
  • Verify prospective students’ contact information to ensure communication flow success
  • Assist with calling campaigns to prospective students at various stages of the admissions cycle
  • Track all phone, email or face-to face communications with prospective students in Recruiter
  • Communicate status of admission to applicants; prepare all admit, denial and scholarship letters in a timely manner
  • Appropriately log all transcripts and other supporting application documents into the student tracking system, Recruiter
  • Prepare registrar files for all enrolled students
  • Review content of Graduate School admissions webpages to ensure accuracy and integrity of data
  • Assist the Director with various marketing and recruiting events such as information receptions, fairs, trade shows and on-campus events
  • Other duties as assigned


  • Bachelor’s degree preferred.  Relevant work experience will be considered in lieu of a degree
  • Excellent communication and customer service skills
  • Ability to maintain accuracy and integrity of databases
  • Must be computer literate, especially in Microsoft Word and Excel
  • Experience with Banner, Argos and Recruiter preferred
  • Excellent organizational skills and attention to detail
  • Ability to set priorities and manage time effectively
  • Ability to work effectively with others in a collaborative team environment
  • Self-reliant, motivated, decisive, proactive and enthusiastic, making a positive impression on others

Additional Info:



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.