Job summary

The Admissions Data and Operations Coordinator plays a critical role in the success of the student recruitment and enrollment process. This position manages and optimizes all data systems and operational workflows within the Office of Admission. The ideal candidate is both detail-oriented and data-driven, with a passion for building efficient processes, creating insightful reports, and delivering exceptional service to prospective families. This is a full-time, 12-month position reporting to the Assistant Head of School for Strategic Enrollment.

Duties and Responsibilities Include:

Data Management/Executive Reporting

• Oversee and manage technical aspects of the admission process and databases (e.g. electronic enrollment management system (Blackbaud), admissions correspondence, mailings, etc.).
• Maintain accurate applicant records and manage data integrity throughout the admissions process.
• Track admissions-related data, generating reports, dashboards, and data analysis on admissions activity, funnel statistics, and enrollment numbers to support enrollment strategies.

• Assist in the integration of admissions systems with student information, financial aid, and communications platforms.
• Partner with leadership to use admissions data to inform strategy, track conversion rates, and forecast enrollment trends.

Facilitation of Admissions Process

• Represent the school to prospective families through timely, thoughtful, and individualized communication as they navigate the admission process.
• Serve as the first point of contact for prospective families, providing excellent customer service.
• Work closely with the admissions team to ensure a personalized and engaging experience for applicants.
• Prepare necessary reports and data for admissions decision meetings.
• Prepares all school admissions communications in addition to all financial aid agreements.
• Processes student applications and prepares enrollment and reenrollment materials.
• Supports the financial aid process.

General Administrative Duties

• Train admissions staff on system usage, best practices, and new features of databases and data management.
• Serve as the primary support staff member for the Office of Admission and Assistant Head of School for Strategic Enrollment, oversee the departmental calendar, and offer administrative support to all team members.
• Lead the planning and execution of Admission events, which include occasional evening and weekend commitments.
• Performs receptionist duties, including answering the school’s main phone line and welcoming and screening campus visitors.
• Maintain confidentiality of sensitive information.
• Perform other duties as assigned.

Qualifications:

• Bachelor’s degree preferred or equivalent work experience
• 3+ years of experience in admissions operations, office management, or CRM administration, preferably in an independent school setting.
• Knowledge of school processes and procedures is a plus.
• Proficiency in Excel and the Microsoft Office suite of products.
• Familiarity with Blackbaud or similar school database is highly desirable.
• Excellent oral and written communication skills required, maintaining open channels and exemplifying strong customer service skills.
• Organized, detail-oriented, able to manage multiple projects simultaneously under varying deadlines.
• Ability to work cooperatively and communicate effectively with all members of the community.
• Possess a strong work ethic and willingness to go above and beyond to support the mission of the institution.

Typical Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to see, talk, or hear.  The employee frequently is required to stand; walk; sit; reach with hands and arms; and stoop, kneel, or crouch.  The employee is occasionally required to use hands to finger, handle, or feel, and climb or balance.  The employee must occasionally lift and/or move up to 50 pounds.

Qualifications:

• Bachelor’s degree preferred or equivalent work experience
• 3+ years of experience in admissions operations, office management, or CRM administration, preferably in an independent school setting.
• Knowledge of school processes and procedures is a plus.
• Proficiency in Excel and the Microsoft Office suite of products.
• Familiarity with Blackbaud or similar school database is highly desirable.
• Excellent oral and written communication skills required, maintaining open channels and exemplifying strong customer service skills.
• Organized, detail-oriented, able to manage multiple projects simultaneously under varying deadlines.
• Ability to work cooperatively and communicate effectively with all members of the community.
• Possess a strong work ethic and willingness to go above and beyond to support the mission of the institution.