Enrollment Management and Admissions Office Manager
Job Details
Experienced
Westminster Schools Inc - Atlanta, GA
Full-Time Staff
Bachelor's Degree (4 year degree)
Negligible
Day
Education
Position Description

POSITION OVERVIEW


The Office Manager works as part of the school’s Enrollment Management and Admissions Team, providing effective office management and administrative support under the supervision of the Director of Enrollment Management.  The individual in this position will serve the crucial function of managing the back office functions of the school’s Office of Admissions and Enrollment Management , the “first impression” of the School for applicant families.  Responsibilities of this position include, but are not limited to reception, schedule management, office management & administrative support, enrollment support, fiscal management,  and admissions event logistics support. 

Supervisor: Director of Enrollment Management

Supervisory Responsibilities:  N/A

Position Status:  Salaried, non-exempt, full-time, 12-month

Hours of Work:  Standard work week.  Occasional evening and weekend work may be required.


 

ESSENTIAL RESPONSIBILITY:  Reception


  • Greets and welcomes visitors with professionalism and enthusiasm; providing assistance and direction as needed
  • Serves as first-line assistance for unscheduled admission inquiries and visits, referring individuals with issues or questions to other Admissions Staff as appropriate
  • Manages the overall guest experience for the Admission Area, including aesthetics, comfort, refreshments, decorations, furniture, and availability of print and digital collateral; ensures that the Area is prepared for scheduled tours, meetings, and presentations
  • Serves as the primary phone receptionist for Admissions and Enrollment Services; serve as backup phone receptionist for incoming calls to the school
  • Other duties as assigned

 

ESSENTIAL RESPONSIBILITY:  Schedule Management


  • Coordinates all Admissions activities and event dates under the supervision of the Director of Admissions
  • Coordinates the master schedule for all admissions events and departmental meetings; stay in constant communication with the team to confirm all dates are consistent across all platforms and systems.
  • Manages internal and external admissions events calendars (Veracross & Google Calendars) 
  • Plans and prepares materials with the Director of Admissions and attends the spring all-school calendar Committee meeting.
  • Manages use of and access to the Admissions Conference and Meeting Rooms
  • Other duties as assigned

 

ESSENTIAL RESPONSIBILITY:  Office Management & Administrative Support


  • Supports Director of Enrollment Management, Director of Admissions and teams, including meeting scheduling for DEM and support with presentations 
  • Coordinates EM and Admissions office travel in alignment with budget
  • Manages and restocks office supplies and resources, as needed. 
  • Plans and sets Enrollment Management and Admissions office retreat and team meeting dates
  • Prepares agendas for bi-weekly team meetings; takes, prepares, and distributes meeting notes
  • Reminds Admission Staff to enter time and PTO entry in payroll system
  • Builds and manages working relationships with Facilities and other departments to facilitate accomplishing departmental needs and objectives
  • Responds to emails sent to the General Admissions inbox; forwarding to appropriate Admissions Team members when appropriate
  • Acknowledges letters of recommendation and coordinates related correspondence
  • Other duties as assigned

 

ESSENTIAL RESPONSIBILITY:  Enrollment Management Support


  • Schedules and supports EM staff meetings, internal committee meetings, and task force meetings
  • Processes and manages withdrawals of existing students in coordination with the DOA and DEM Coordinates with Business Office, IT, Division Administrative Assistants, Director of Admissions, Director of Enrollment Management and Associate Directors of Admissions
  • Other duties as assigned

 

ESSENTIAL RESPONSIBILITY:  Fiscal Management 


  • Tracks expenses to help department and team remain on budget
  • Assists DEM with  budget management
  • Collaborates with Associate Director of Admissions Operations with events budget
  • Manages, reconciles and reports Admissions office credit card expenses 
  • Manages departmental payables and support team with project/event budget coding for expenses
  • Manages and processes Admissions Department invoices
  • Manages and processes payments for faculty interviews and observations testing
  • Other duties as assigned

 

ESSENTIAL RESPONSIBILITY:  Admissions Event Logistics Support


  • Supports the Associate Director of Admissions Operations for event logistics
  • Confirms all Admissions events are on the Master Schedule
  • Serves as primary contact for all Physical Plant Department relations
  • Creates, updates and confirms SchoolDude for all admissions events
  • Other duties as assigned

 

REQUIREMENTS AND QUALIFICATIONS


  • Bachelor's degree or higher
  • Excellent written and oral communication skills
  • Extensive experience with office administration, clerical, and customer service-related tasks
  • Proven planning and organizational skills
  • Strong written and verbal communication skills 
  • Ability to handle multiple projects effectively
  • Ability to maintain strict confidentiality
  • High level of computer technology skills including MS Office in a Mac environment, Google/G-Suite applications, Asana, Admissions Applicant (Ravenna) and Student Information (Veracross) Systems, with the ongoing curiosity and ability to learn new systems and technology 
  • The ability to interact effectively with a broad and diverse constituency
  • The ability and desire to represent the school with enthusiasm and professionalism

 

PHYSICAL DEMANDS AND WORK ENVIRONMENT


While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out; and smell. The employee may occasionally lift or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this position, the employee is occasionally exposed to outside weather conditions and may frequently walk on slippery or uneven surfaces.

 

TRAVEL


Travel is primarily local during the regular business day.  Overnight and out-of-area travel may also be required.


EQUAL EMPLOYMENT OPPORTUNITY STATEMENT


Westminster is committed to the principle of equal opportunity in employment.  It is Westminster’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.  EOE/M/F/D/V.

 

Note:  This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification.  This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position.  Nothing contained in this position description restricts Westminster’s right to assign or reassign duties and responsibilities to this position at any time.

NOTICE
Please return to the Employment Opportunities webpage for a complete list of openings.
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