What Does an Admissions Coordinator Do?
An admissions coordinator is in charge of admissions to a facility, department, or business. They act as the first point of contact in health and higher education settings for patients, parents, and students. Typical duties for admissions coordinators include front desk assistance, dealing with queries and complaints, assisting with paperwork, and answering questions.
Successful admissions coordinators are organized and efficient, with excellent communication skills. They must be willing to work in a team, as they will be planning events and other important dates with the admissions team. Since this is a role that usually works in a fast-paced environment, the ability to meet deadlines and remain calm despite disruptions is crucial for an admissions coordinator.
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National Average Salary
Admissions coordinator salaries vary by experience, industry, organization size, and geography. To explore salary ranges by local market, please visit our sister site zengig.com.
The average U.S. salary for an Admissions Coordinator is:
Admissions Coordinator Job Descriptions
The Admissions Coordinator – (Hospital Onsite) – Full Time is responsible for obtaining and verifying demographic information, insurance benefits, and eligibility. Assigns the correct medical record and account number; therefore, providing a database that ensures accurate billing and clinical information. This position performs any and all job-related duties as assigned.
Duties include but are not limited to
- Responsible for obtaining complete and accurate demographic and financial information from a variety of sources, including patient interviews physician offices, and in-house departments.
- Obtains required signatures on legal consents and insurance forms.
- Performs required pre-certification, credit referral, or deposit collection. Enters data in computer and thoroughly documents any incomplete admissions/registrations in the manner prescribed. Obtains pre-certification, referral, or authorization number and updates patients’ files.
- Notifies patients, family members, physicians, and/or supervisors of insurance coverage issues, notifies patients of co-payments, deductibles, or deposits needed, and documents all information in the computer system.
- Reviews Physician’s orders for completion and ensures all required information is listed.
- Completes Medicare Compliance and obtains ABN if necessary.
- Knowledge of all Federal, State, and Local Laws pertaining to insurance rules and regulations.
- Maintains multiple computer systems.
- Maintains positive customer service at all times, referring unresolved issues to the appropriate supervisor.
- Answers telephone calls. Follows pre-established script and provides assistance to callers.
- Completes all shift duties in a timely and accurate manner.
- Complies with all safety regulations, policies, and procedures as defined by Customer.
- High School Diploma or equivalent required.
- 1-year experience in a hospital setting or medical office utilizing insurance websites.
- Ability to type a minimum of 35 WPM.
We are currently seeking an Admissions Coordinator to join our team at our (City) Campus. You will be responsible for maintaining accurate and complete records for new students. This position assists the Director of Admissions in data management, including lead and interview transcript management, enrollment and proof of graduation (“POG”) tracking, whiteboard updating, and all campus reporting. This position also assists the Director of Admissions in financial aid follow-up, orientations, open houses, and career days, as well as all administrative duties that pertain to new student starts. This position also assists in maintaining all forms and essential paperwork for the smooth operation of the Admissions Department.
Your day-to-day functions will include
- Work with admissions representatives on student applicant issues and ensure completeness of enrollment paperwork and policies.
- Liaison between Admissions, Student Financial Services, and Education Departments.
- Work with Admissions Staff to ensure prospective students complete their Financial Aid packaging.
- Ensure the letter series is followed.
- Ensure certificates of enrollment are completed.
- Maintain the Financial Aid appointment calendar for admissions and Student Services Department.
- Follow up with students regarding missed appointments or pending documents.
- Prepare Orientations.
- Coordinate with Department heads on timing and agenda.
- Prepare all visuals and videos.
- Ensure maintenance of all collateral.
- Prepare and maintain sign-in sheets for the start day.
- Follow up with students to make sure they attend the orientation.
- Assist the Director of Admissions in management with respect to obtaining data for reporting purposes such as:
- Campus Reports
- Seat availability
- All Transcript reports
- Whiteboard data
- POG and ATB tracking
- Is the point of contact person for obtaining POG documentation.
- Ensure ATB students are tracked according to required standards.
- Consistent follow-up with all enrollments to assure successful start and completion.
- Ensure all new students have a valid POG before starting.
- Working through selected agencies to obtain POG.
- Secure POG for all new students on or before the start.
- Conduct all activities in accordance with the highest ethical standards. Adhere to all state and federal accreditation and institute rules and regulations regarding student recruitment.
- Other duties as assigned.
- Solid understanding of the education admissions process
- Excellent communication and interpersonal skills, including superior problem-solving and conflict-resolution skills
- Enrollment organizational skills
- Able to work with people from a variety of diverse social and economic backgrounds
- Ability to work independently and adapt to change
- High energy, assertive, results-driven, and highly ethical
- Computer proficiency in Word, PowerPoint, and Excel is a must
- Demonstrate excellent verbal and written communication skills
The Admissions Coordinator will facilitate and evaluate therapeutic, medical, and financial arrangements of incoming chemically dependent patients and/or family members.
- Provides appropriate orientation to program aspects post-admission, including documentation and data input into the computer system.
- Assures prompt responses to patient needs, reviews and maintains all documents and departmental logs, and ensures fair distribution of patients to physicians.
- Provides telephone and in-person assessments and, initial contact with referral sources and potential patients, coordinates the referral and intake process, determines appropriate level of care, and maintains communication with referral sources, families, patients, and unit staff.
- Collects and analyzes data related to departmental performance indicators.
- Assists counselors and other senior program staff in crisis intervention as needed.
Education and experience
- CADC or one of the following licenses: LSW, LCSW, LPC or LCPC preferred
- Minimum of 1 year of experience working in admissions or in substance abuse services
- Knowledge of HIPAA policies and procedures
- Proficient with Microsoft Office.
- Strong communication and negotiation skills.
- Job Knowledge: Understands duties and responsibilities, has necessary job knowledge, has necessary technical skills, understands company mission/values, keeps job knowledge current, and is in command of critical issues.
- Decision Making: Uses effective approaches for choosing a course of action or developing appropriate solutions and/or reaching conclusions; takes action consistent with available facts, constraints, and anticipated consequences.
- Customer Service: Demonstrates concern for meeting internal and external customers’ needs in a manner that provides satisfaction for the customer within the resources that can be made available.
- Communication and Interpersonal Skills: Communicate information to individuals or groups; clearly and concisely convey information orally or in writing to individuals or groups to ensure that they understand the information and the message. Listen and respond appropriately to others. Ability to establish effective working relationships that foster organizational success.
- Quality of Work: Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.
How to Hire an Admissions Coordinator
When hiring an admissions coordinator, there are several factors to consider:
- Recruiting: Can you source and recruit for this role successfully using your internal resources and tools?
- Complexity: Does a senior professional need to be hired, or could a middle or even junior-level coordinator suffice?
- Duration: Do you have an indefinite need for this project or is it a one-time project?
- Management: Are you capable of directing the work effectively?
- Urgency: Will this role address a pressing need or an ongoing one?
- Headcount: Does this role need to be approved through HR?
Answering these questions will help you determine the most effective approach to bringing on new talent. Situations and needs change frequently, so the answer today may be different than the answer tomorrow. Each scenario can be solved with a wide variety of great options, no matter how unique. For hiring an admissions coordinator, we recommend the following options:
1. Use 4 Corner Resources (or another professional recruiting firm)
The heavy lifting is done for you when working with a top-tier staffing company like 4 Corner Resources. We source, screen, recruit, and deliver only the most qualified candidate(s), saving you significant time and effort throughout the hiring process while you remain focused on your core business. Understanding your needs and ensuring the right candidate for the position is the key to our success.
This is the best route to take when:
- You need to fill the position quickly
- You want access to a vast talent pool of high-quality, prescreened candidates
- Your position is suited for temporary hiring services, contract staffing, or contract-to-hire recruiting, and you intend to direct the work activity.
- You are hiring an employee as a direct placement but aren’t able to recruit effectively or efficiently with your internal staff.
- You aren’t familiar with current salary rates, market trends, and available skill sets
2. Advertise your opening on a top job board
Your best option may be to advertise your opening on a proven job board. There are many widely used job sites out there that draw visits from qualified candidates. If you have someone internally who can dedicate the time and energy to sort through applications and screen individuals effectively, this can be a great choice.
We recommend using a job board when:
- Your internal recruiting team has the knowledge and experience to assess candidate qualifications
- You are hiring a direct employee and have time to manage the entire recruiting effort
- You have a process for receiving, screening, and tracking all resumes and applications
- You are prepared to respond to all applicants
There are many career sites out there. Here are the two we recommend for an admissions coordinator opening:
LinkedIn is a social network for job seekers, professionals, and businesses. With this popular job site, you can enhance your brand and advertise your open position to a wide audience of motivated, qualified candidates. Job postings on LinkedIn are also extremely streamlined and user-friendly, making it even easier for candidates to apply. Additionally, applicants can use their LinkedIn profile instead of a resume to expedite the process.
CareerBuilder has been a trusted source for hiring since 1995. Reach 80+ million unique, diverse U.S. job seekers annually by posting your jobs through their talent acquisition channels. Through CareerBuilder, you can engage candidates and drive them into your sourcing pipeline. We recommend using CareerBuilder for hiring when you have the internal resources and processes to review, screen, and reply to all applicants.
3. Leverage your internal resources
You can utilize your own website, social media, and employees to assist in your search for top candidates.
A company website posting should be the first step in notifying prospective candidates that you are hiring. Social media can also be a powerful tool for spreading the word about your new opening. As far as exposure is concerned, this option can be as good as some job boards when you have a large enough following across various platforms, like LinkedIn, Instagram, Facebook, TikTok, and Twitter.
Current employees are every organization’s greatest asset. Encourage your internal team to promote job openings to their network by offering cash and other incentives.
We recommend these options when:
- Your brand has great name recognition
- You can consistently monitor and respond to candidate activity through your website and social media accounts
- You have a process in place to quickly and broadly communicate job openings and requirements
- You have an effective employee referral program in place
If you aren’t sure which path is best, schedule a discovery call today with our seasoned recruiting professionals. The 4 Corner team is on standby to help you find the best option for your unique hiring need.
Sample Interview Questions
- How do you conduct yourself when dealing with a difficult client or student?
- What do you think is a good method of maintaining your focus while having to deal with multiple tasks?
- In your opinion, what is needed to create and maintain an efficient admissions process?
- What administration software are you familiar with?
- What is your experience working with college admissions databases?
- What strategies do you use on a daily basis to effectively manage your workload?
- What are some of the most important qualities that an admission coordinator should have?
- Provide an example of a time when you had to deal with a difficult student and explain how you handled the situation.
- When meeting with a student for an admissions interview, what is the first thing you do?