Title: Admissions Coordinator
Job Type: Part time position
Reports to: Director of Marketing & Strategic Partnerships and Director of Head of School
Overview: We are seeking a highly organized and detail-oriented Admissions Coordinator to join our team. This position plays a key role in the admissions process by managing the student information system (SIS) and guiding prospective families through each step of the admissions journey. The ideal candidate will be a strong communicator with a customer-service mindset, able to manage multiple tasks while maintaining a welcoming and supportive environment for new families.
All Staff Responsibilities:
Provide a safe school environment, indoors and out, per directives regarding building operations (keys, fobs, alarm codes), the Daystar Distinctives and Responsive Classroom practices
Participate in a brief staff prayer to start the day at 7:35 sharp on Monday through Thursday in the Gathering Place
Participate in school engagement events to promote positive school culture
Complete arrival and dismissal duties as assigned
Fulfill essential job functions based on one’s specific job description; and during times of school drills or emergencies, assist others as able
Be on time, appropriately dressed and ready for work at assigned days/times
Adhere to all of the requirements outlined in the Staff Handbook and comply with the school policies
Be an excellent ambassador of Daystar Academy at all times
Essential Job Functions Relative to role as Admissions Coordinator:
Student Information System (SIS) Management:
Oversee the day-to-day operations of the school’s student information system, ensuring all student data is accurate, up-to-date, and compliant with school policies.
Assist in the configuration and customization of the SIS to meet the school’s needs.
Troubleshoot system issues and work with IT or vendors to resolve any technical challenges.
Admissions Process Management:
Serve as the primary point of contact for prospective families after an inquiry has been made, providing them with information about the school and guiding them through the admissions process.
Coordinate and schedule tours, interviews, and other admissions-related events.
Track all incoming applications and ensure timely follow-up with families.
Review application materials and assist in the coordination of the application review process.
Assist in the preparation of acceptance and rejection notifications.
Communication and Relationship Building:
Cultivate positive relationships with prospective families, ensuring a warm and welcoming experience throughout the admissions journey.
Provide clear and consistent communication via phone, email, and in-person meetings.
Work closely with other departments (e.g., marketing, front office and academic teams) to ensure a cohesive and effective admissions process.
Data Management and Reporting:
Maintain accurate records of all prospective families, applications, and other admissions-related data.
Prepare regular reports for the Head of School, providing updates on application trends, conversion rates, and other key metrics.
Analyze data to identify opportunities for improving the admissions process.
Event Planning and Support:
Assist in organizing and supporting admissions events, including open houses, information sessions, and applicant interviews.
Help create and distribute event materials and invitations.
Ensure that all events run smoothly and efficiently, providing excellent customer service to attendees.
Experience:
Previous experience in an administrative role, preferably in a school or educational environment.
Familiarity with student information systems (SIS) or other database management tools.
Prior experience in admissions, customer service, or sales is a plus.
Skills:
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Excellent verbal and written communication skills.
Proficiency in Google Suite and other office software.
Ability to maintain confidentiality and handle sensitive information with discretion.
Detail-oriented with a high degree of accuracy in data entry and record-keeping.
Personal Attributes:
Warm, approachable, and able to build rapport with families and staff.
Proactive, self-motivated, and comfortable working independently.
Strong problem-solving skills and the ability to adapt to changing priorities.