ROLE PURPOSE:

The Admissions & Student Success Specialist is responsible for managing the student journey from initial inquiry through enrollment, payment, course attendance, certification, and post-course engagement.

The role combines admissions, student communication, onboarding, course-related student coordination, customer service, CRM management, and student retention to ensure prospective students are effectively converted into paid enrollments and enrolled students receive a consistent and positive experience throughout their NAIMA journey.

KEY ACCOUNTABILITIES & RESPONSIBILITIES:

1. Admissions & Lead Management

- Respond to prospective student inquiries through phone, email, SMS, and CRM.
- Provide accurate information about courses, prerequisites, schedules, locations, fees, and requirements.
- Qualify prospective students based on course requirements.
- Follow up with prospective students throughout the admissions process.
- Convert qualified leads into registrations and paid enrollments.
- Maintain an active admissions pipeline against course enrollment targets.
- Escalate complex admissions or commercial matters to the General Manager / Director.

2. Enrollment & Payment Coordination

- Process student registrations and enrollment information.
- Collect deposits and outstanding course balances.
- Follow up on pending payments and incomplete registrations.
- Maintain accurate enrollment and payment records.
- Coordinate with Finance regarding payment status and outstanding balances.
- Monitor outstanding student balances and follow up within established procedures.
- Support achievement of course enrollment and revenue targets.

3. Student Onboarding & Course Preparation

- Send registration confirmations and course-related communications.
- Provide students with course preparation information.
- Confirm student attendance before scheduled training.
- Collect required student documentation.
- Ensure students understand course location, schedule, preparation requirements, and other relevant information.
- Communicate course changes, schedule updates, or location changes to students in coordination with Operations.
- Ensure students receive timely information required to attend and participate in their scheduled course.

4. Student Coordination & Course Administration

- Maintain accurate student lists for upcoming courses.




- Confirm student attendance and communicate relevant course information.
- Coordinate student-related requirements with the Operations function.
- Ensure student information is accurately communicated to relevant trainers and internal teams.
- Support coordination of student requirements for course delivery.
- Maintain accurate records of student attendance and course participation.
- Support smooth student communication when courses are rescheduled, relocated, or cancelled.

5. Student Experience & Support

- Serve as a key point of contact for students before, during, and after training.
- Respond to student questions and service concerns.
- Coordinate resolution of student issues with the appropriate internal team.
- Maintain timely and professional communication with students.
- Monitor student feedback and identify recurring concerns.
- Support a consistent and positive student experience.
- Escalate issues requiring operational, financial, or management decisions to the appropriate stakeholder.

6. Certification & Post-Course Support

- Coordinate the preparation and distribution of student certificates.
- Maintain accurate certification records.
- Ensure certificates are issued within established service timelines.
- Follow up with students after course completion.
- Collect and record student feedback and satisfaction information.
- Maintain appropriate post-course communication with graduates.

7. CRM & Admissions Reporting

- Maintain accurate student and lead records in the CRM.
- Update lead stages, enrollment status, and follow-up activities.
- Record relevant student communications and interactions.
- Maintain follow-up tasks and ensure timely lead engagement.
- Maintain enrollment forecasts and pipeline information.
- Track admissions, enrollment, attendance, payment, and student activity data.
- Prepare regular admissions and student activity reports for the General Manager / Director.

8. Student Retention & Referral





- Maintain relationships with existing students after course completion.
- Identify opportunities for students to enroll in additional NAIMA courses.
- Communicate relevant upcoming courses and learning opportunities.
- Encourage referrals from satisfied students.
- Track repeat enrollment and referral activity.
- Support long-term student engagement with NAIMA.

9. Cross-Functional Coordination

- Coordinate with the General Manager / Director on enrollment priorities and course requirements.
- Work with Marketing & CRM to support lead generation and admissions activities.
- Coordinate with Finance regarding deposits, outstanding balances, and payment status.
- Coordinate with Operations regarding student attendance, course schedules, locations, and student-related requirements.
- Coordinate with trainers regarding relevant student information and course participation.
- Ensure timely and accurate flow of student information across relevant teams.

KEY REQUIREMENTS & COMPETENCIES:

Key Requirements

- 2–4 years of experience in admissions, student services, customer success, sales coordination, education/training administration or a similar role.
- Strong experience in lead follow-up, customer communication and conversion.
- Hands-on experience working with CRM systems and maintaining accurate pipelines.
- Strong organizational and administrative skills with excellent attention to detail.
- Excellent verbal and written communication skills.
- Ability to manage multiple leads, students, courses and deadlines simultaneously.
- Robust customer-service mindset with a professional and solution-oriented approach.
- Comfortable following up on payments and enrollment requirements.
- Ability to work collaboratively with Sales, Marketing, Finance, Operations and training teams.
- Experience in medical aesthetics, healthcare, professional training or education will be considered an asset.
- Strong proficiency in Microsoft Office/Google Workspace and CRM platforms.
- Must be currently based in Canada.

Success in This Role

Success will be measured through lead conversion, enrollment achievement, timely follow-up, CRM accuracy, payment coordination, student satisfaction, repeat enrollment and referral activity.

Pay: $48,000.00-$56,000.00 per year

Work Location: Remote

📌 Admissions & Student Success Specialist (Canada)
🏢 Wellness Clinic
📍 Canada