Admission Office Manager

Position Purpose:The Admission Office Manager works as part of a team in a fast paced and customer service focused Admission Office. The Admission Office Manager is the initial point of contact for prospective Middle and Upper School families, and plays an essential role in welcoming new families to the school community. The Admission Office Manager maintains applicant files, updates records in the database and interfaces with other school constituencies such as student tour guides, current parents, and faculty / staff.

ESSENTIAL OFFICE FUNCTIONS

• Communicating in a positive and timely manner with the families of prospective Middle and Upper School candidates on the phone, by email and in person, as applicable.
• Scheduling parent and student visits and answering questions as required to guide families through the admission process.
• Organizing host assignments and communicating with all relevant parties concerning applicant visitors to campus.
• Processing incoming Middle and Upper School applications in the database and recording detailed data in the appropriate data systems.
• Collating and dispensing admission records for decision committee meetings, scanning each file and sharing with appropriate parties.
• Managing correspondence, including word-processing documents, assembling and collating packets of materials, mail merging letters and emails, mailing and distributing outgoing correspondence, as directed.
• Assisting with preparation and logistical support for admission events such as Open Houses, Touring Tuesdays, and new parent events throughout the year.
• Working with the Business Office to disseminate contracts for both new and returning families.
• Organizing and Administering ISEE and SSAT Testing for Middle and Upper School applicants.
• Organizing and Administering Placement Testing for incoming Middle and Upper Schoolers.
• Monitoring general office supplies and order items as needed for LS, MS and US Admission functions.
• Ensuring the timely processing of invoices - monitoring to make sure charges are accurate.
• Reconciling the Office of Admission credit card on a monthly basis.
• Preparation and delivery of enrollment data and other analytics as requested.
• Assisting in the tuition assistance data collection process.
• Attending occasional evening and/or weekend events and fairs to promote school enrollment.
• Providing administrative support to the Director of Enrollment Management to include: handling incoming telephone calls and messages, and scheduling events/meetings as required.
• Other duties as assigned by the Director of Enrollment Management.

QUALIFICATIONS

• High School diploma or GED required. Associates or Bachelors degree preferred
• Statistics/Business/ Communications/English
• 2-5 years of prior secretarial, administrative, customer service or sales experience required in a busy and competitive environment. Previous experience in admission or independent schools a plus
• Excellent organizational, interpersonal and communication skills
• Excellent written and verbal skills
• Demonstrated ability to work as a member of a team and respond with flexibility to changing situations.
• Proficiency using Microsoft Office - in particular; Excel, Word, Publisher; Google applications, (Calendar and Docs )- and database software. Knowledge of BlackBaud and Clarity a plus.
• Comfort level with technology and data analytics.

PHYSICAL DEMANDS AND WORKPLACE ENVIRONMENT

• Adequate mobility, dexterity, strength, and endurance to actively function in an office environment
• Ability to lift and carry objects weighing up to 30 lbs.
• Ability to sit for extended periods of time in front of a computer monitor
• Ability to regularly perform the repetitive movement of fingers and hands for keyboarding
• Ability to express or exchange ideas by means of the spoken and/ or written word
• Daily exposure to moderate noise level and interruption.

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

SKILLS REQUIRED

• Interpersonal skills - good written and verbal communication to represent the school in a positive and professional way
• Telephone skills - ability to assimilate the needs of callers and answer their questions in a way that promotes applications to our school
• Ability to multi-task and reprioritize quickly while dealing with queries and questions in a calm and professional manner
• Good attention to detail and follow-up
• Knowledge of event planning
• Time management - ability to assess correctly the amount of time needed to complete projects and manage calendars accordingly