Program Manager

• Key responsibilities
• 1.Test registration, attendance and selection
• Drive paid applicants to register for the test, and registered candidates to appear;
• follow up on every drop-off.
• Run the selection process: define and apply score cut-offs, and decide who clears the
• test.
• Invite shortlisted candidates for interview.
• 2.Interviews
• Coordinate with the interview panel: schedule, confirm availability and make sure
• interviews start and finish on time.
• Keep the question bank fresh so questions are new every cycle and never repeat
• across candidates or rounds.
• Stage What happens What the role tracks
• Interview Shortlisted candidates
• interviewed by a panel

Invited interviewed %, on-

time rate, no-shows

Merit list and

scholarship

• Test, interview and academic
• scores combined; scholarship
• computed

Selected count, scholarship

distribution

Result

communication

Every candidate told the

outcome, selected or not

100% informed, turnaround time

Counselling Selected candidates counselled

by the counselling panel

Responded %, attended %,

drop-offs re-engaged

Seat book Offer letter issued with a 5 to 7

day window

Offer seat book %, expiring

offers recovered

Pre-join

engagement

Engagement plan from seat

book until the programme starts

Engagement rate, melt (seat-

booked students who do not

join)

In class Financing sorted, first-semester

fee paid, student joins

Seat book in class %

: Program Acquisition (Vedam School of Technology)

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• Ensure scoring is objective and rubric-based, and collect interview scores promptly.
• 3. Meritlist and scholarship
• Build the final merit list by combining test score and interview score, and decide who
• moves to counselling.
• Compute scholarships objectively from defined criteria: 10th score, 12th score, JEE
• score and any significant achievement.
• Keep the criteria documented and consistently applied, so every decision can be
• explained to a candidate or parent.
• 4. Result communication
• Communicate the outcome to every candidate, whether selected or not, clearly and on
• time.
• Share scholarship details with selected candidates.
• 5. Counselling
• Coordinate with the counselling panel and schedule counselling for selected students.
• Track the counselling funnel: how many responded to the request, how many attended,
• how many dropped off.
• Reach out again to students who dropped off or did not respond.
• 6. Seat book conversion
• Track seat book conversions daily against selected and counselled students.
• Manage offer letter (OL) expiry: offers carry a 5 to 7 day window, so call students
• whose OL is about to expire and run reminder communications.
• 7. Pre-join engagement
• Build and run an engagement plan from seat book to the start of college. A student who
• books in January may not start until August, so the plan must keep Vedam in their
• consideration set for months.
• Reduce melt: spot students at risk of dropping out and intervene early.
• 8. Financing and first-semester fee
• Make sure every student knows and can access financing options.
• : Program – Acquisition (Vedam School of Technology)

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• Ensure the first-semester fee is paid before joining, with timely, clear communication
• on dues and deadlines.
• 9. Getting students into class
• Own the final conversion from seat booked to in class, through regular communication
• with students and parents until day one.
• 10. Funnel dashboards and data tracking
• Build, maintain and publish the funnel dashboards that show how students move from
• paid application to test, interview, counselling and seat book.
• Keep the underlying data accurate and current, so every stage count and conversion
• number can be trusted.
• Publish the dashboards on a fixed cadence and flag drop-offs and anomalies to the
• team early.
• 11. Support and communication channels
• Own the communication lines with applicants and students: the helpline number, the
• WhatsApp number and the admissions email inbox.
• Respond to every call, message and email promptly and accurately, within defined
• turnaround times.
• Log queries, spot recurring questions and feed them back into FAQs, templates and
• process fixes.
• Escalate cases that need academic, finance or leadership input, and close them out
• with the student.

• Reporting and review
• The conversion metrics in the funnel table are reviewed weekly through each admission
• cycle.
• Maintain a live, stage-by-stage funnel view, with drop-off reasons captured wherever
• candidates leave.
• Report conversion, interview turnaround, offer letter expiries and open risks to the
• Vedam leadership team.
• : Program – Acquisition (Vedam School of Technology)

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Share funnel health with Growth Marketing, so lead quality and volume can be tuned

against downstream conversion.

• Who you will work with
• Growth Marketing: hands over paid applicants; aligns on lead quality and funnel
• feedback.
• Interview panel: scheduling, question freshness and objective scoring.
• Counselling panel: counselling slots, attendance and follow-ups.
• Academics and campus teams: programme information for counselling, and a smooth
• onboarding at campus.
• Finance and financing partners: fee collection and student financing options.
• Students and parents: the day-to-day face of Vedam through the admission journey.

Requirements and skills

Experience

• in education, with experience managing a multi-stage funnel.
• Experience leading or coordinating a team of counsellors or callers.
• Prior exposure to test-based or interview-based selection is a strong plus.
• Skills
• Strong funnel and data thinking: comfortable with conversion metrics, dashboards and
• CRM tools.
• Process rigour: can design objective scoring, scholarship and merit rules and run them
• without exceptions.
• Excellent written and spoken communication with students and parents, across
• phone, WhatsApp and email.
• Strong coordination skills across panels and internal teams, with a bias for timelines.
• Qualities
• High ownership: treats every drop-off as a problem to solve.
• Fairness and integrity in evaluation and communication.
• Persistence and empathy in following up with students over a long cycle.