Admission Coordinator

The primary role of the Admission Coordinator revolves around scheduling for both campuses, clerical, and event support. The Admission Coordinator needs strong organizational skills and the ability to make adults and students feel comfortable and welcome, and an appreciation of the necessity for confidentiality in the admission process. 

The Admission Coordinator plays a key role in ensuring a seamless and welcoming experience for prospective families throughout the admission process. Serving as the first point of contact for families, this position combines administrative, event, and family engagement, while maintaining a high level of professionalism, confidentiality, and organizational efficiency. The Admission Coordinator position is a 10-Month position from August 1st until May 31st.

Admissions and Admissions Review Process

• Correspond daily with interested parties via phone, e-mail, and mail, providing information on the school’s philosophy, curriculum, policies, and admission process.
  • Point person to respond to Oakwood Admission email and main phone line.
• Prepare and mail information for school admission on an ongoing basis, including weekly inquiry packets/information cards.
• Enter data and documents (into the computer records and the application file) as supplementary information arrives (recommendation forms and partner organization applications).
• Welcome families who are coming for the interviews and tours when on campus.
• Prepare a weekly schedule with all interviews for administrators, teachers, student interviewers, and class visits.
• Communicate interview schedules for faculty and staff through email.
• Assemble admission materials for fairs and school visits.
• Track office supply and equipment needs.
• Assist with the registration at evening/weekend admission events, including registration name tag process.
• Confirm parent/guardian conversations, interviews, prospective family mornings, Open Houses, and all events by email.
• Assist in maintaining applicant checklists as items are completed and maintain attendance records for all admission events; notify applicants of missing items.
• Prepare applicant files for scheduling and interviewing.
  • Send interview report links
• Help with event setup and tear down. 
• Organize and manage the calendar for K-12.
• Send all bulk K-12 email correspondence (event details, reminders for appointments, process).
  • Does not include newsletters, feeder school outreach, APVG, and SAC 
• Send weekly emails to security staff and the admission team, reminding them of the upcoming schedule.
• Physical time is primarily at the Elementary Campus.

Other Responsibilities

• Attend regular meetings with the DoAs/E.M. Team as scheduled.
• Attend training and workshops as requested to strengthen job-related skills as needed.
• Follows guidelines for fulfillment of duties as described in the Employee Handbook.
• Other special duties and projects as assigned.

Special Areas of Focus

• Health & Safety
  • Coordinates with School Nurses (as necessary) to ensure safety for both current and prospective families as well as other members of the E.M. team.
• File Mgmt.
  • Maintain all shared K-12 electronic files for the E.M. team as well as scan and upload paper files to Blackbaud.

While performing the essential functions of this job, the incumbent must be able to do the following: 

• Stand for extended periods
• Sit for extended periods
• Bend and reach for filing and other job-related functions
• Climb up and down stairs
• Bend, stoop, and lift to move and retrieve materials
• Pull, push, and lift
• Reach both above and below shoulder height.  

Specific visual abilities include the following: 

• Close vision
• Color vision
• Depth perception, and
• The ability to adjust focus.  
• Must be able to visually inspect work.  
• Manual dexterity to operate computer and other office equipment required.  

The physical demands described above 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.

• Direct admission experience and a strong understanding of the independent school admission landscape are required
• Bachelor’s degree preferred
• Three or more years of administrative/office support 
• Detail-oriented with excellent organizational skills
• Extensive knowledge of Google Office Suite; database experience: Blackbaud preferred
• Ability to manage multiple responsibilities simultaneously and prioritize
• Excellent oral and written communication skills
• Exceptional people skills and phone etiquette
• Ability to work independently and as part of a team
• Sensitivity, discretion, and a sense of humor