Assistant Director of Recruiting, Hallie Ford School of Graduate Studies

Deadline June 17, 2023

Position Summary:

The Assistant Director of Recruitment is responsible for lead and application generation, as well as inquiry management in the Hallie Ford School of Graduate Studies (HFSGS) at PNCA. Serving as an admissions recruiter and counselor, this position is responsible for identifying, contacting, and maintaining relationships with prospective students from the point of inquiry through matriculation. In addition, this individual maintains application files and inquiry records, reviews portfolios, plans on-campus and off-campus programs, and conducts business outreach, which includes participation in networking events, sponsorships, professional association meetings, and conferences. This position works collaboratively with the Dean of Graduate Admissions, faculty chairs, and other graduate program Admissions teams at Willamette University to meet enrollment goals. This position is based in Portland, Oregon.

This position is enrollment-driven and student-focused. It involves a regular, cyclical schedule and application deadlines. Its responsibilities are varied and will require a flexible schedule to accommodate required work on some evenings and weekends.

Networking, lead generation, and portfolio review and advising are among the core responsibilities of this position. This position will also assist with 1) managing enrollment, including admission policy creation and implementation, scholarship development and disbursement, and recruitment planning and assessment to fulfill annual goals for enrollment, increase student retention and tuition revenue, and market the program; and 2) engagement with University and community partners to develop programs and partnerships that support enrollment.

Effective candidates will be required to frequently communicate with students, faculty, staff, alumni, and other external audiences. Strong interpersonal skills, verbal and written communication skills, professional comportment, and team-orientation are essential for success. Program planning and management experience will also be utilized. The candidate will be required to operate alone on routine work and assignments. Effective implementation and knowledge of trained procedures will be required. Moreover, the candidate will be responsible for efficient use of time, learning and utilizing specialized software, and University policies and procedures. Ethical behavior and strong professional judgment must be routinely demonstrated.

REASONABLE ACCOMMODATION STATEMENT: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.



1. Serves as the first point of contact for prospective students by providing program, application, and admission information through mailings, electronic communications, telephone calls, social media sites, and personal correspondence.

2. Generates prospective student interest and leads through on-campus and off-campus recruitment activities, including informational presentations, one-on-one meetings, receptions, graduate schools fairs, Portfolio Days, company site visits, and participation in community associations and organizations.

3. Plans and executes recruitment programs and events.

4. Coordinates and manages prospective student class visits and meetings with faculty members.

5. Assists with managing communication workflow related to recruitment and yield activities.

6. Works with the Dean of Graduate Admissions and the AVP of Marketing to develop web and media content, including recruitment publications and correspondence.

7. Inputs and maintains CRM records for prospective and current students, employers, and alumni.

8. Monitors application outputs, changes, and trends. Reports lead generation activities on a weekly basis.

9. Demonstrates functional knowledge and understanding of financial aid and scholarship application processes.

10. Exercises exceptional professional judgment and ethical behavior in interactions with prospective students and community members.

11. Protects and properly utilizes University resources and monies.

12. Demonstrates a high level of self-motivation and direction. Proactively addresses and reports issues, problems, and inconsistencies in recruitment and admission processes.

Application Management:

1. Creates and manages application files. Collects required credentials and application materials from prospective students and catalogs their receipt. Frequently monitors individual student progress and attrition throughout the application process.

2. Facilitates faculty review of applicant portfolios; admits and awards scholarships to applicants.

3. Manages and routinely updates and maintains records in Slate, Willamette University’s system of record.

4. Regularly communicates with prospective students regarding their application status.

5. Drafts application summaries and reports.

6. Strongly demonstrates the ability to work with confidential information. Ensures and safeguards University compliance with Federal laws and statutes pertaining to student records.


1. Updates student files and electronic records after admission.

2. Coordinates with University departments—Financial Aid, Health Center, Registrar’s Office, Student Accounts, etc.—to ensure timely receipt of required information and documentation for admitted students.

3. Assists with the planning, organization, and execution of new student orientation program and admitted student events.


1. Participates actively as a member of HFSGS and PNCA. Makes positive contributions to discussions related to recruitment, admission, student enrollment, and departmental budgets.

2. Assists and supports the recruitment activities of graduate programs at Willamette University as assigned.

3. Protects confidential information in interactions with faculty, students, staff, alumni, donors, and any other unauthorized person or group.

Performs other duties as assigned.


1. Bachelor’s degree in studio art or art-related degree; MFA preferred.

2. Three or more years of experience with personal selling, enrollment management, and/or college admissions; art and design experience preferred.

3. Strong computer skills: Microsoft Word, Excel, Windows, and experience with data entry for computerized information systems. Experience editing and maintaining web pages. Willingness and ability to learn new technologies associated with the job; Slate experience preferred.

4. Ability to accurately input, maintain, collect and monitor database information and hard copy files.

5. Excellent oral/written communication and interpersonal skills. Excellent customer service skills and the ability to interpret and explain policies, procedures, and programs to a broad constituency.

6. Strong organizational, time management, event planning skills. Able to effectively manage multiple projects and tasks in an effective manner consistent with all University policies and procedures.

7. Familiarity with art education and local and national art communities.

8. Ability to exercise discretion, maintain confidentiality, make independent, sound decisions and utilize good judgment.

9. Ability to work weekends, evenings and travel overnight for extended periods of time. May include regional, national or international destinations where travel by air, car or other modes of transportation may be necessary.

10. Ability to work independently and work collaboratively as a member of a team, as well as establish and maintain harmonious relations with staff, faculty, students, prospective students, alumni and others in a manner that positively portrays the University and its programs, personnel and philosophy.

11. Ability to reside in Oregon by the first day of employment or otherwise perform work primarily in Oregon.

SALARY: $65,295

Applications will be reviewed on a rolling basis as received until the position is filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the “My Experience” section labeled Resume:

Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
Current Resume
Incomplete applications will not be reviewed.

More Info

Portland, OR