Admissions Coordinator
Opening Statement
Position: Admissions Coordinator
Reports to: Advancement/Development Manager
Evaluated: Annually
FLSA Qualification: 12 Month Exempt
Supervises: None
Position Purpose:
The Admissions Coordinator is responsible for leading and managing the school’s enrollment strategy, ensuring alignment with Austin Waldorf School’s long-term goals. This role plays a key part in both the admissions and enrollment processes, ensuring a smooth and efficient experience for prospective students and their families. The Admissions Coordinator is responsible for managing inquiries, guiding applicants through the application and enrollment process, coordinating campus visits and events, leading outreach efforts, and maintaining accurate records.
The Admissions Coordinator works closely with various school departments to promote the Austin Waldorf School’s values, attract a diverse and talented student body, and support enrollment targets. By fostering strong relationships with prospective students, their families, and the broader community, this role directly contributes to the school’s growth and success. Additionally, the Admissions Coordinator is instrumental in shaping enrollment policies, tracking key performance metrics, and continuously improving the enrollment process to achieve Austin Waldorf School enrollment goals.
Essential Job Duties
The Admissions coordinator’s responsibilities include:
- Oversee the admissions and enrollment process, including the creation of the enrollment budget, marketing materials, mailings, and publications.
- Coordinating with the Marketing/Communication coordinator to develop promotional materials and outreach campaigns.
- Work with faculty and staff to gather information about programs and admission requirements.
- Represent the school at educational fairs and other events to promote the school and meet admission goals.
- Manage the admissions and enrollment process, including:
- Updating and creating inquiry forms, applications, and enrollment packets in SIS or on paper.
- Efficient handling inquiries, applications, and communications with candidates and their parents.
- Leading tours with candidates and their families.
- Reviewing application materials and enrollment packets to ensure compliance and completeness.
- Collaborating with faculty and student support in reviewing applicants.
- Verifying academic transcripts and other supporting documents.
- Communicating final admissions decisions.
- Guiding and supporting prospective students and families throughout the enrollment process, including sending enrollment packets and contracts and providing consistent follow-up with families/schools regarding missing application/enrollment packet items or other pertinent information.
- Troubleshooting any issues that arise during the enrollment process in SIS.
- Communicating with the Chief Financial Officer regarding special cases requiring unique enrollment contracts.
- Oversee the re-enrollment process for current students, including:
- Updating lists of rising first graders and Kindergarten students for the next school year.
- Creating and distributing re-enrollment packets. Reviewing re-enrollment packets to ensure compliance and completeness.
- Coordinating with Faculty and Financial Manager on re-enrollment holds.
- Communicating re-enrollment deadlines to families.
- Processing withdrawal requests and coordinating with the Chief Financial Officer on any post-deadline withdrawals.
- Ensuring clear communication regarding financial obligations related to withdrawal after the communicated deadlines.
- Managing all the admission/enrollment data ensuring data integrity across all platforms.
- Analyze admissions data to identify trends and inform strategy, maintaining relevant statistics for enrollment and re-enrollment programs.
- Oversee the international student program, ensuring accurate data entry in SIS and timely communication of arrival dates.
- Leverage the network of parents, former parents, and alumni to assist with the enrollment process.
- Develop and implement exit interview/feedback protocols for families choosing to leave Austin Waldorf School, as well as follow-up protocols for applicants who choose other schools.
- Visit classes periodically to stay connected with faculty and curriculum.
- Stay informed on educational issues, particularly those related to Waldorf education.
- Perform other duties as assigned by the Advancement/Development Manager or Head of School.
- Attend meetings and events and participate in committees as requested.
Qualifications
Professional Requirements
- Knowledge of Waldorf Education and current educational practices.
- Ability to communicate effectively with warmth and professionalism.
- Strong verbal and written communication skills, with the ability to speak clearly and confidently to large and small groups.
- Ability to work independently and as part of a team.
- Flexibility to adjust schedules and priorities as needed.
- Strong analytical and problem-solving skills, with the ability to find solutions to challenges.
- Ability to manage multiple projects with converging deadlines while maintaining a positive, can-do attitude.
- Proficiency with Microsoft Word, Excel, Google Suite, and other relevant software.
- Experience with FACTS SIS is a plus.
- Ability to maintain confidentiality and manage sensitive information.
- Event planning and coordination experience is highly desirable.
To Apply
Austin Waldorf School is an established school with stable enrollment of 400+ students PK-12. The school poised for strategic growth including plans for strengthening the support for our faculty and further enriching our program offerings. We are fully accredited with the Association of Waldorf Schools of North America and the Independent Schools Association of the Southwest.
We offer competitive salaries and strong benefits, including health and dental insurance, tuition remission, and matching funds for retirement savings.
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