Enrollment Coordinator

SUMMARY  
The Enrollment Coordinator supports and collaborates with the Director of Enrollment Management in planning, coordinating and directing those activities designed to attract and enroll qualified students in sufficient numbers to produce an academically and socially sound school. 

Reporting to the Director of Enrollment Management, the Enrollment Coordinator is the initial contact for all admissions and enrollment inquiries made online, and over the phone. The position provides office support and customer service for the Admissions Office in all facets of the admissions process (from initial contact through acceptance and enrollment) by delivering responsive, courteous, and efficient service. A positive customer service perspective is paramount in the enrollment office. In addition to the job description and roles and responsibilities, other miscellaneous duties or projects may be added at the discretion of the school.

ESSENTIAL DUTIES and RESPONSIBILITIES 

• Processes and responds to general inquiries, applications, supporting documents and requests in the admissions database (Blackbaud). Prepare/maintain/upload admissions files. 
• Scan and upload admissions applicant materials and keep track of and maintain completion of applicant files and report to Enrollment Director status of applicants
• Assists in the coordination of all open houses, tours and admissions events and responsible for tracking RSVP’s to admissions events.
• Creates and maintains files for applicants. 
• Assists with follow-up and reminders for all outstanding supplemental application materials. 
• Supports, plans and collaborates on all items needed for Admissions Events. 
• Manages emails, mail, and sends out mailings/correspondence for the Admissions Office. Sends out marketing emails on behalf of the Admissions Office. 
• Coordinate, schedule and communicate student/parent applicant visits (readiness visits/screening days/shadow days/interviews) with prospective families. 
• Proactively identify opportunities for improvement and propose solutions to enhance the efficiency and effectiveness of enrollment processes.
• Demonstrate exceptional organizational ability, meticulous attention to detail, and effective time management to prioritize and complete multiple simultaneous tasks.
• Understand and embody the mission and philosophy of the school.
• Manage timely and professional communication with prospective families (via phone and email), ensuring inquiries are addressed promptly, clearly, and with a focus on achieving resolution and complete satisfaction.
• Organize and oversee admissions events, including calendaring and coordinating set up and tear down.
• Provide and coordinate inquiry/applicant tour follow up and incorporate notes into SAS (Blackbaud).
• Assist with coordinating Parent and Student ambassadors.
• Prepare and organize admission materials for events, inquiries and school fairs. Track inventory of general Enrollment supplies including promotional materials and giveaways. 
• With Director of Enrollment Management and Registrar annually update the Blackbaud Enrollment Suite
• Maintain and regularly update database of Blackbaud
• Create admissions reports as needed
• Seeks out professional development
• Work as a member of a team to support front office management, assists as back-up for front office coordinator. As needed, answers the main phone line, distributes mail, welcomes and screens campus visitors.

SKILLS and COMPETENCIES

• Highly proficient with Microsoft Office Suite (especially Excel and Word), Google Drive, and Mac-based operating systems. 
• Expertly skilled with the Blackbaud Enrollment Management System (or equivalent database).
• Demonstrate exceptional organizational ability and meticulous attention to detail. 
• Possess effective time management skills to manage multiple simultaneous tasks and deadlines, often handling frequent interruptions.
• Maintain a high degree of personal and professional integrity, sound judgment, and commitment to confidentiality, accountability, and ethical service. Operates with integrity and in the interest of the school.
• A self-starter with excellent problem-solving skills and the resilience required to manage high-volume, dynamic work without continuous supervision. 
• Proactive in identifying needs and continually looking for ways to avert problems and improve systems.
• Impeccable verbal and written communication skills. Possesses a polished approach to meeting and greeting others. 
• Demonstrated ability to collaborate effectively within a team, build trust-based working relationships, and maintain a consistently courteous and approachable demeanor.

EDUCATION and EXPERIENCE 

• Bachelor’s Degree in related field required 

PHYSICAL DEMANDS 
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or listen. The employee is frequently required to use hands to handle or feel and reach with hands and arms. The employee is required to see in the normal visual range with or without correction, read printed materials, and tell the difference among colors. The employee must be able to push or pull up to 25 pounds. Prolonged sitting at a desk and working on a computer. Some bending, reaching, squatting/kneeling, twisting. 

WORKING ENVIRONMENT 
While performing the duties of this job the employee works in an environment where the noise level is usually moderate and constant distractions due to constant foot traffic, phones ringing, and people talking.