Santa Catalina School is a vibrant, independent, Catholic school offering student-centered co-education to PreK through grade 8 and an all-girls’ boarding and day college preparatory upper school serving grades 9 through 12. Santa Catalina exists to develop in each student a striving for excellence, a maturing awareness of moral and spiritual values, a sense of responsible purpose, and a determination to serve the world with courage, grace, and compassion. With the cornerstones of excellence, spirituality, service, and responsibility, the school is committed to providing a supportive learning community for each student to grow in their intellectual, personal, and spiritual life, making Santa Catalina a transformational educational experience for its students.
Position Summary
Santa Catalina School, a nationally recognized, independent, Catholic, all-girls boarding and day school in Monterey, California, seeks an innovative, dedicated, full-time Upper School Admission Office Manager. This position provides an exceptional opportunity for a professional to join a team that welcomes and supports the enrollment of new students and families to the school. The Upper School offers a program that challenges students to understand their individual interests and then passionately apply them to their education.
Description
The Admission Office Manager plays an essential role as a member of the admission team. The position is a combination of administrative and office support and requires collaboration with other offices on campus. The Admission Office Manager is often the first point of contact for prospective parents, students, and the community at large. This position requires strong interpersonal, organizational, time-management, and communication skills, and it demands a high level of integrity and confidentiality. Strength and fluency with database management and standard office software are essential. The ideal candidate is energetic, personable, a team player, and eager to be in service to others. The position must support Santa Catalina’s mission and core values and its leadership.
Santa Catalina School believes that each employee makes a significant contribution to its success. That contribution should not be limited by the assigned responsibilities. Therefore, this position description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to just the work identified. It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.
Essential Responsibilities:
Perform duties of an administrative assistant to the Director of Admission, admission representatives, and other key administrators
Ensure that the Admission Office is a warm, welcoming, professional, and hospitable environment for prospective families, current students and parents, visitors, and staff
Screen and rout phone calls to admissions officers and take messages as needed
Manage the admission email by either responding or forwarding to the appropriate person
Manage the office calendar, including deadlines to the Communications Office
Input family Visit Days on the calendar and create detailed and personalized schedules for the visits
Set up for Visit Days by printing out schedules and name tags; notifying key administrators and staff; compiling important admission materials; and preparing the room with proper food, beverage, and ambiance Maintain, manage, and oversee the admission database, including running statistical reports and queries, and entering inquiries, applications, and contact data
Build and maintain in our Veracross database our admission and new parent portals that interface with our new families and manage the intake of information and forms from these portals
Manage the flow of applicant files with strong attention to detail and adhere to best practices regarding confidentiality and purging of files
Oversee office logistics, including ordering office supplies and appropriate admissions marketing materials; keeping record of the inventory; and mailing marketing materials to prospective and enrolled students
File paper records and keep a running history of physical and electronic mailings and communications
Assist with event planning and admission notifications
Help prepare admission representatives to represent the school at various receptions and fairs
Utilize student Head Tour Guides for office projects and support
Creates design for the admission bulletin board
Train/support the admission office on the use/function of the database
Qualifications:
A high school degree is a minimum requirement, college degree preferred
3-5 years previous data management experience (inResonance preferred)
Proficient in Word, Excel, Google Docs, and database management
A commitment to the mission and identity of Santa Catalina School as an all-girls boarding school
A desire to participate fully in the Santa Catalina community
Successful completion of a LiveScan criminal background check as required by law
Competencies:
The successful candidate will demonstrate the ability to:
Be a cheerful, flexible, proactive, intuitive, and a communicative team player with a can-do attitude
Have a strong work ethic
Manage time efficiently and meet deadlines
Exhibit excellent oral and written communication skills
Project a spirit of service and hospitality
Adhere to privacy laws and act accordingly in dealing with sensitive personal information
Be willing to attend professional development opportunities to enhance the efficiency of the office
Enjoy working with female students between the ages of 14 to 18
Cultural competence and enthusiasm for working with a diverse and dynamic community
Strong interpersonal skills, including good listening, humor, tact, and intuition
Ability to create responsive, caring, and appropriate relationships with students, families, and colleagues
Strong organizational, record-keeping, and database management skills
Ability to assess and respond to the needs of the school and act as a representative of the school
Commitment to professional growth and education
Supervisory Responsibilities:
This position does not supervise other employees
Working Conditions and Compensation:
Work in an office environment that includes, but not limited to, stooping, standing, bending over, and sitting for extended periods of time
Lift materials that can weigh up to 20 pounds
Work an adjusted schedule to accommodate two open house events that fall on weekends
Work at a desk and computer screen for extended periods of time each day
Ability to access buildings and facilities throughout a 36-acre campus, with reasonable accommodations, in order to meet with students and faculty
Work in a school environment with a wide variety of challenges, deadlines, and people
Additional time is required beyond a normal day or week for evening and weekend meetings
Santa Catalina School offers competitive insurance and retirement benefits
Salary Range: $25.00 to $28.00 per hour depending on experience
Equal Employment Opportunity
Santa Catalina School is an equal-opportunity employer. Employment at Santa Catalina School is based solely on qualifications and competence for a particular position, without regard to race, color, national origin, citizenship, age, religion, sex, sexual orientation, gender identity or expression, veteran status, disability, marital status, or any other category protected by the law.
To Apply
Interested candidates should visit our website to complete and submit an application, resume, and cover letter:
Electronic submission of candidate papers in .pdf format is preferred.
Santa Catalina provides reasonable accommodations to employees and applicants with disabilities. Applicants who need accommodations to participate in the application process should contact Maria Chavez at maria.chavez@santacatalina.org
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