HEI Apply Administrator

Job Description

WorldStrides is seeking a motivated and detail-oriented HEI Apply Platform Administrator to support the implementation, configuration, and ongoing administration of the HEI Apply platform for our Higher Education Individual business.

This role will work closely with business users, IT leadership, operational teams, and the HEI Apply onboarding/support teams to configure workflows, forms, communications, reporting, and applicant journeys within the platform. The ideal candidate is organized, collaborative, eager to learn, and comfortable supporting business users and operational workflows within a SaaS platform environment.

No prior HEI Apply experience is required. We are looking for someone with strong aptitude, communication skills, and the ability to quickly learn new systems and processes in a fast-paced environment.

This position will report to the Senior Software Development Manager and partner closely with Higher Education business stakeholders.

Key Responsibilities

• Support day-to-day administration, configuration, and maintenance of the HEI Apply platform.
• Configure and maintain applicant workflows, status transitions, routing rules, and operational process stages
• Support setup and maintenance of forms, conditional logic, automated notifications, email templates, and portal content
• Assist with workflow configuration supporting admissions, enrollment, approvals, payments, document collection, and student lifecycle activities.
• Work directly with business users to understand operational needs and translate them into scalable platform configurations and workflows.
• Support user role management, permissions, and workflow-based assignments.
• Participate in onboarding sessions, workflow configuration workshops, testing activities, and operational reviews.
• Coordinate with HEI Apply onboarding and support teams during implementation, testing, and post-go-live activities.
• Assist with integration validation, data mapping reviews, testing coordination, and issue resolution.
• Support reporting setup, operational dashboards, and data validation activities
• Create and maintain user documentation, training materials, and process guides.
• Participate in continuous improvement initiatives to streamline workflows and improve user experience.

Required Qualifications

• Bachelor’s degree or equivalent experience
• 2+ years of experience supporting SaaS, CRM, workflow, or administrative platforms
• Strong communication and interpersonal skills
• Strong organizational and problem-solving skills
• Ability to collaborate effectively with business and technical teams
• Self-starter with the ability to manage multiple priorities in a fast-paced environment
• Comfortable learning new systems and technologies quickly
• Ability to work onsite in Austin, TX, three days per week

Preferred Qualifications

• Experience with CRM, workflow, SaaS, or administrative platforms such as Salesforce, HubSpot, HEI Apply, or similar systems
• Exposure to higher education operations, admissions, enrollment, study abroad, or student information system processes
• Familiarity with workflow/process mapping, automation concepts, and user journey configuration
• Experience with reporting, spreadsheets, dashboards, or data analysis
• Basic understanding of integrations, APIs, or system configuration concepts
• Exposure to integration and automation platforms such as Zapier, MuleSoft, Power Automate, or similar tools is a plus.
• Preference will be given to candidates with experience supporting Higher Education operations, student application/admissions systems, study abroad programs, or similar platforms aligned with WorldStrides Higher Education's individual business processes.

Desired Traits

• Strong customer-service mindset
• Process-oriented thinker
• Adaptable and eager to learn
• Strong attention to detail
• Comfortable working directly with business users
• Strong ownership mentality with the ability to operate independently
• Comfortable operating between business operations and technology teams

Work Environment

• Hybrid role based in Austin, TX
• Required onsite presence with the Higher Education team, three days per week
• Collaborative environment supporting a major enterprise modernization initiative.

Work Perks

• Fun & driven environment.
• Excellent medical, dental, and vision coverage, life, accidental death and dismemberment, accident, critical illness, and disability insurance, FSA healthcare, FSA dependent care, HAS with employer contribution, and generous 401k match.
• 10 paid floating corporate holidays, 1 paid volunteer day & 25 PTO days to start – accrue up to 28 over 3 years, 4 mental health days, and 5 bereavement days.
• Tuition reimbursement up to five thousand, two hundred fifty dollars annually or one thousand dollars towards professional certification annually.
• Opportunities for paid and discounted travel.
• Flexible work schedule providing on-site, remote, and virtual office opportunities.
• Encouraged participation in our Employee Resource Groups and Diversity, Equity, & Inclusion council.
• Fitness Center and café onsite at select locations.
• Employee Assistance Program (EAP)
• Paid Parental, Caregiver, and Disability leave.
• Team Member Discount Program