Admissions Coordinator F/T

About Qalam

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.

Our Culture

Prophetic Character
At Qalam, our culture is deeply rooted in Prophetic character. We view education as a transformative endeavor—one that shapes not only minds, but hearts. Our team strives for excellence in all that we do, guided by the belief that our collective efforts can positively impact learners and the communities we serve.

Work Ethic
We believe that when dedicated people work together, they can achieve great things. Team members are encouraged to approach their responsibilities with diligence, passion, and a commitment to delivering high-quality outcomes.

Respect
Our faith teaches us the inherent dignity of every human being. At Qalam, respect is reflected through open communication, active listening, and genuine appreciation for one another’s time and effort. We foster a collaborative, communicative, and responsive work environment where every team member feels valued.

Integrity
We value transparency and integrity in all aspects of our work. Team members are encouraged to communicate openly and share feedback constructively. This commitment to honesty and accountability builds trust and strengthens our team.

About the role

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.

What you'll do

Application Portal and Enrollment Systems Management

• 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.

Applicants Recruitment, Conversion and Review Management.

• 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

Admissions Inbox Management

• 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.

Enrollment Management and General Seminary Assistance

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

Qualifications

• 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