Admission Associate

Admission Associate

Scholarship Programs & Family Engagement

Reports To: Admissions Director, Enrollment Management

Department: Admission, Marketing, and Communication

Classification: Support/Administrative

Employment Type: 10-month, full-time, with summer hours

Direct Reports: None

JOB SUMMARY

Under the general direction of the designated supervisor, supports the recruitment, enrollment, and admission of students, with a primary focus on families eligible for income-based scholarship programs. Serves as the primary liaison between families and the school throughout the student lifecycle—from initial inquiry through graduation—working collaboratively with faculty, tuition assistance, counseling, and administrative offices to ensure a seamless and supportive experience in accordance with Academy and departmental policies.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Scholarship Recruitment & Enrollment

• Serve as the primary point of contact for prospective scholarship families, guiding the inquiry, application, admission, enrollment, and onboarding processes.

• Recruit and enroll scholarship students, including:

  • Four (4) new Grade 7 Howley Scholars annually.

  • Up to twelve (12) new Grade 9 Howley Scholars annually.

  • Additional students in Grades 8–12 to fill available Howley or other need-based scholarship opportunities.

• Build and maintain relationships with feeder schools, community organizations, educational access programs, and scholarship partners to identify and recruit mission-aligned candidates.

• Track and manage scholarship applicants throughout the admission process, ensuring timely completion of all application requirements.

• Work closely with the Director of Admission and the Academic Review Team to evaluate applicant fit and provide insight to support admission decisions.

• Act as a resource to prospective students, parents, community partners, and educational organizations regarding Gilmour Academy, its mission, programs, and admission requirements.

• Interpret admission policies and procedures and respond to questions regarding academic programs, student life, financial aid, scholarship opportunities, and enrollment processes.

• Maintain comprehensive knowledge of Gilmour Academy's mission, curriculum, programs, athletics, student life, and community.

• Provide timely and strategic follow-up communication with prospective families through phone calls, emails, and personalized outreach efforts.

Campus Visits & Admission Events

• Conduct personalized tours, interviews, and meetings with prospective students and families.

• Coordinate and facilitate individual and group campus visits, tours, shadow days, and partner-school visit programs.

• Collaborate with the Visit Day Coordinator to manage shadow experiences, student hosts, schedules, and related logistics.

• Assist in the planning, coordination, and execution of all admission events, including open houses, information sessions, high school nights, and other on- and off-campus recruitment activities.

• Collaborate with the Admission, Marketing, and Communications teams to support recruitment initiatives and enrollment goals.

Financial Aid & Scholarship Coordination

• Coordinate with the Tuition Assistance Office to gather and review documentation related to financial aid, need-based scholarships, Clarity applications, Scholarship Granting Organization (SGO) programs, and other funding opportunities for new and returning families.

• Assist returning scholarship families through the annual re-enrollment and financial aid renewal processes.

• Coordinate with external scholarship organizations, including the Howley Foundation, regarding candidate nominations, reporting requirements, and scholarship eligibility.

• Assist scholarship families in identifying and securing external funding opportunities to supplement institutional aid.

• Prepare and submit reports and documentation as required by scholarship partners and funding organizations.

Scholar Success & Retention

• Serve as the primary liaison for scholarship students and families throughout a student's tenure at the Academy, helping connect them with appropriate academic, financial, and student-support resources.

• Maintain regular contact with current scholars, monitoring engagement and supporting student success and retention efforts.

• Facilitate orientation and transition programming for newly enrolled scholarship students and families.

• Collaborate with College Counseling to support individualized college planning and post-secondary preparation for scholarship students.

• Perform related duties and responsibilities as assigned.

Qualifications:

• Bachelor’s degree required; degree in education, communications, or related field.

• Minimum 3-5 years of experience in admissions, enrollment management, student services, educational access programs, financial aid, or related field.

• Experience working with scholarship-supported, underserved, or first-generation students and families preferred.

• Excellent interpersonal, written, and verbal communication skills, with the ability to build relationships with diverse backgrounds.

• Strong organizational, project management, and problem-solving skills, with exceptional attention to detail and follow-through.

• Demonstrated ability to manage multiple priorities, maintain confidentiality, and exercise sound judgment.

• Proficiency with Microsoft Office and Google Workspace; experience with student information, admission, or CRM systems preferred.

• Commitment to the mission, values, and educational philosophy of Gilmour Academy.

• Ability to work occasional evenings and weekends and travel locally as required.