Recruitment and Conversion Co-ordinator

Position Summary

The Recruitment & Conversion Co-ordinator plays a key frontline role in supporting Seneca Polytechnic’s domestic enrolment objectives for direct and non-direct, full-time and part-time students. The position provides timely, accurate and personalized advising to prospective students, applicants, influencers and other stakeholders throughout the recruitment, application and enrolment journey.

Working across telephone, email, live chat and in-person channels, the Co-ordinator responds to inquiries, proactively follows up with prospective students and applicants, supports lead nurturing and conversion activities, and represents Seneca at recruitment events, campus tours, school visits and community outreach activities.

The Co-ordinator works collaboratively with Student Recruitment and internal partners including Admissions, Registrar’s Office, Financial Aid, faculties and schools, Marketing and Communications, Seneca Services and other departments. The position also provides training and guidance to student ambassadors and co-op students and contributes feedback and recommendations to identify barriers and improve the prospective student experience.

The successful candidate is highly adaptable and thrives in a fast-paced, high-volume frontline environment. They demonstrate excellent communication, advising, de-escalation and conflict resolution skills and are comfortable managing multiple priorities, changing tasks frequently and adjusting to operational needs.

This position currently operates in a hybrid work environment, with a combination of remote and on-campus work. The successful candidate should be comfortable attending campus regularly and adjusting their on-site presence to support operational needs, meetings and events. Access to a reliable vehicle is required for travel between campuses and to off-site schools and events.

Responsibilities

Prospective Student Advising & Conversion

• Provides timely, accurate and personalized advising to prospective students, applicants, parents/supporters, influencers and other stakeholders through telephone, email, live chat and in-person interactions.
• Responds to incoming inquiries and proactively conducts outbound outreach to provide information, answer questions, follow up on leads, nurture relationships and support progression toward application and enrolment.
• Develops and maintains extensive knowledge of Seneca Polytechnic’s programs, admission requirements, application and registration processes, financial aid, student services and other institutional resources.
• Assesses prospective students’ goals, interests and needs and provides information to help them explore appropriate Seneca programs, pathways and educational options.
• Develops an understanding of current labour market trends and applies this knowledge, together with an understanding of prospective students’ goals, interests and needs, when providing information and guidance.
• Identifies barriers and concerns and connects prospective students and applicants with appropriate internal departments and services when specialized assistance is required.
• Uses strong active listening, de-escalation and conflict resolution skills to manage complex, sensitive or challenging inquiries and situations professionally.
   

Recruitment Events, Tours & Outreach

• Represents Seneca Polytechnic at recruitment events, Open Houses, information sessions, campus tours, school visits, community events and other activities designed to engage prospective students and influencers.
• Leads campus tours throughout the year and provides relevant information about Seneca programs, services, campuses, student experiences and opportunities.
• Works closely with the Student Recruitment team to support the planning and delivery of high-impact recruitment activities targeting high school students, community groups, newcomers and other prospective student populations.
• Supports faculty-led and program-specific events, webinars, tours and other recruitment activities and provides timely follow-up to participants and leads.
   

Collaboration & Student Engagement

• Works collaboratively with Admissions, Registrar’s Office, Financial Aid, faculties and schools, Marketing and Communications, Seneca Services and other internal partners to provide coordinated support to prospective students and applicants.
• Liaises with faculty and school contacts to obtain program information, support advising and escalate inquiries requiring specialized academic or program-related assistance.
• Provides training, guidance and day-to-day support to student ambassadors and co-op students involved in recruitment, events and prospective student engagement activities.
• Shares prospective student feedback, recurring inquiries and emerging issues with internal partners and contributes ideas to improve processes, remove barriers and enhance the prospective student experience.
   

CRM & Lead Management

• Utilizes Seneca’s CRM and related tools to document and track interactions with prospective students, applicants and influencers throughout the recruitment and conversion journey.
• Reviews prospect and applicant activity, prioritizes follow-up and uses interaction history to support timely and personalized lead nurturing.
• Maintains accurate records, contact information, advising notes and follow-up activities in the CRM.
• Uses CRM information and available reports to monitor follow-up requirements, identify trends and support recruitment and conversion activities.
   

Qualifications

Education  

• Minimum completed two (2) year diploma or equivalent preferably in marketing, public relations or community services. If education is in another field of study, state how it is related.  
   

Experience 

• Two (2) years' experience in a related function preferably within the college or university system.  Supporting prospective students and applications through advising. As well as some experience in giving presentations is essential.

Skills

•  Working knowledge of the Ontario secondary and postsecondary education systems, including application, admission, financial aid and registration processes, with the ability to quickly develop extensive knowledge of Seneca Polytechnic and its program offerings. 
• Ability to understand current labour market trends and combine this knowledge with an understanding of prospective students’ goals, interests and needs to help them explore appropriate Seneca programs, pathways and educational options.
• Excellent communication, active listening, advising , conflict resolution, and customer service skills, with the ability to effectively support diverse populations and manage complex inquiries.
• Strong presentation, facilitation, and public speaking skills, with the ability to deliver information sessions, tours, and outreach  activities.
• Demonstrated proficiency using CRM systems and the ability to navigate multiple institutional technology platforms and digital communication channels.
• Strong organizational, planning, prioritization and time management skills, with the ability to manage multiple priorities in a high-volume, fast-paced environment. 
• Demonstrated flexibility and adaptability, with the ability to frequently change tasks and provide coverage based on operational needs.
• Demonstrated ability to establish effective relationships and collaborate with internal and external partners. 
•  Demonstrated initiative and ability to identify barriers, recognize emerging issues and bring forward practical ideas and recommendations for improvement. ·  
• High energy and enthusiasm for working directly with people, with the ability to maintain a positive and professional approach during periods of high volume and peak recruitment activity. 

• Ability to work flexible hours, including evenings and weekends, during peak recruitment periods and events.
   

   

 Note: A skills assessment test will be administered during the recruitment process.