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

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 Perks:

Comprehensive health benefits: medical, dental, vision, life, AD&D, accident, critical illness, disability insurance, FSA/HSA options with employer HSA contributions, and a generous 401(k) match.

Generous paid time off including 11 paid company holidays, 25 PTO days the first year (prorated), 1 paid volunteer day, 4 mental health days, and bereavement

Professional development support, including up to $5,250 annually for tuition reimbursement and up to $1,000 for certifications annually

Opportunities for paid and discounted travel

Flexible work schedule providing on-site, remote, and hybrid office opportunities

Encouraged participation in a wide variety of Employee Resource Groups

Employee Assistance Program (EAP) and wellness resources, including fitness centers at select locations

Paid parental, caregiver, and disability leave

Team Member Discount Program

Engaging, collaborative, and fun work environment

The salary range listed for this position represents WorldStrides’ good-faith estimate of the base compensation for the role at the time of posting. Actual compensation will be determined based on factors such as relevant experience, skills and qualifications, geographic location, internal equity, and market conditions. The range does not include other forms of compensation or benefits that may be offered as part of the total rewards package.

Compensation Range

$80,000—$100,000 USD