Training Admissions and Engagement Coordinator at Natural State

ROLE SUMMARY

• The Training Admissions and Engagement Coordinator is an enabling role within the Leadership and Learning Department, responsible for the systems, administration and coordination that support the Centre’s programmes and participant journey. This includes admissions and enrolment, participant engagement, university and learning partner outreach, bursary administration, and learning and participant management systems.The role supports the Head of Centre and the Department’s Training, Learning Design, Indigenous Knowledge and Innovation, MEL, and Operations units, and liaises with Fundraising, Communications and Partnerships and other Natural State departments as required.

KEY RESPONSIBILITIES

Key responsibilities include, but are not limited to, the following:

Admissions and Participant Engagement

• Manage applications, admissions, enrolment and participant onboarding across Leadership and Learning programmes.
• Act as a key contact for prospective and enrolled participants, providing timely information on programme requirements, fees, bursaries, schedules and next steps.
• Maintain accurate applicant and participant records and coordinate selection administration, confirmations, waiting lists and completion documentation.
• Manage participant communications before, during and after programmes, including engagement between modules, post-programme follow-up, and ongoing communities of practice.
• Work with FCP and programme colleagues to support programme promotion and participant recruitment.

University and Learning Partner Engagement

• Support outreach and relationship management with universities, colleges, training institutions and other relevant learning partners.
• Research and maintain a pipeline of priority institutions and contacts and coordinate meetings, visits, information sessions and follow-up.
• Support institutional relationships that contribute participants, expertise, research connections, placements or other learning opportunities.
• Work with the Head of Centre, relevant Leadership and Learning colleagues and Fundraising, Communications and Partnership to coordinate partner engagement and track agreed actions.

Training Bursary Fund Administration

• Administer the centre’s training bursary fund in line with approved criteria, budgets and procedures.
• Coordinate applications, eligibility checks, assessment administration and communication of approved decisions.
• Maintain accurate records of awards, beneficiaries, commitments and available balances, working with Finance on related financial administration.
• Track bursary utilisation and prepare routine summaries and information for internal and donor reporting.
• Final bursary and financial approvals remain with the appropriate authorised decision-makers.

Learning Systems and Training Administration

• Support day-to-day administration of the LMS and other admissions, participant and engagement platforms, including learner accounts, enrolment, access and records.
• Maintain the training calendar, participant databases, attendance, completion records, programme files and standard administrative tools.
• Provide first-line support for basic learner platform issues and escalate technical matters to the appropriate system owner.
• Support online and blended programme administration and maintain accurate, secure and consistent information across systems.
• Support adoption and improvement of learning and participant management systems as the Centre grows.

Programme Coordination and Operations Interface

• Provide the Centre’s Operations/Facilities unit with timely participant numbers, schedules, arrival and departure details, accommodation, dietary and other programme requirements.
• Support participant registration, orientation and programme readiness for residential, in-person and field activities.
• Coordinate participant-facing travel and logistical information and communicate changes promptly to relevant teams.
• Support the CNE Operations/Facilities unit with  accommodation, catering, transport, facilities and site operations.

MEL and Reporting Support

• Work with the MEL Manager to administer agreed participant surveys, feedback tools and programme data collection.
• Maintain accurate admissions, demographic, attendance, completion, bursary and engagement data and provide agreed information for MEL and departmental reporting.
• Support participant and alumni follow-up and data-quality checks as required.

Departmental and Head of Centre Administrative Support

• Provide administrative and coordination support to the Head of Centre, including meeting bookings, calendars, agendas, briefing materials, action tracking and follow-up.
• Provide administrative support to the Training, Learning Design, and Indigenous Knowledge and Innovation units and other departmental workstreams as required.
• Maintain departmental files, correspondence, contact lists, calendars and shared information resources.
• Support departmental meetings, events, partner visits, travel, routine budget tracking, invoices and other administrative requirements, coordinating with relevant Natural State functions.

Professional Relationships and Communication

• Maintain clear, open, and timely communication with the line manager, raising any concerns or risks promptly.
• Collaborate effectively with colleagues across the Leadership and Learning department and the wider organisation, including HR, communications, and operations teams.
• Act as a role model in upholding the organisation's core values, contributing to a positive, professional, and inclusive working culture

Person Specification

Must Have

Experience

• At least five years’ relevant experience in training or programme administration, admissions, participant engagement, education administration or a comparable coordination role.
• Demonstrated experience managing applications, admissions, enrolment and participant records.
• Experience coordinating multiple programmes, schedules, meetings, deadlines and administrative processes.
• Experience communicating with participants and engaging with external organisations or institutional partners.
• Experience using digital systems to manage records, applications, communications or programme administration.

Knowledge & Skills

• Excellent organisational and administrative skills, with strong attention to detail and follow-through.
• Strong written and verbal communication and interpersonal skills.
• Strong digital capability, including Microsoft Office and confidence using databases, online forms, shared platforms and digital systems.
• Ability to manage multiple priorities, work independently and coordinate effectively across teams.
• Sound judgement and discretion when handling confidential participant, bursary and organisational information.
• A proactive, flexible and service-oriented approach, with a commitment to a high-quality participant experience.

Education

• Bachelor’s degree or equivalent relevant qualification in business administration, education, programme management, communications, community development or a related field.
• Candidates with an appropriate diploma or professional qualification combined with substantial relevant experience will also be considered.

Nice to Have

• Experience working within a university, training institution, professional education provider or similar learning environment.
• Experience engaging with universities, training institutions or other learning partners.
• Experience administering bursaries, scholarships or participant financial support.
• Experience using an LMS, CRM, admissions or participant management system.
• Experience supporting residential, blended, vocational or community-based learning programmes.
• Experience supporting participant or alumni engagement, including communities of practice.
• Experience administering participant feedback, surveys or MEL data collection.
• Experience working in conservation, restoration, sustainable development or the nature economy.
• Knowledge of Laikipia and/or relevant Kenyan language skills.