Admissions & Financial Aid Office Coordinator
Job Details
Admissions Office - Oakland, CA
Full Time
4 Year Degree
Admin - Clerical
Admissions & Financial Aid Office Coordinator

(Full-time, beginning August 15, 2021 - 0.8 Full-Time Equivalent) 

Non-exempt (hourly) 10-month position during the school year - approximately mid-August to mid-June


Reporting to the Director of Admissions, the Admissions Office Coordinator will take the lead role in setting up and maintaining well-organized office data management systems, while also playing a key role in welcoming guests and community members.  The ideal candidate will bring excellence in written and oral communications, empathy, listening skills, good judgment, and intuition to the position, and will partner effectively with multiple departments within the school. To be successful, the Admissions Office Coordinator will quickly become familiar with the operations and culture of the school, including an understanding of colleagues’ roles and school community happenings.


The primary responsibility will be the set-up and maintenance of all admissions, enrollment, and financial aid database platforms including, but not limited to: Ravenna, Blackbaud, TADS, SSS, HRS Connect.  The Admission Office Coordinator takes primary responsibility for the coordination of inquiry and application processing and utilizing the admission database, and assists with the coordination of all aspects of admission and financial aid. The Admissions Office Coordinator is oftentimes the first point of contact with the school for visitors, families, and students, and therefore plays a critical role in setting the tone for the school. As such, the ideal candidate will bring a sense of humor, warmth, and humility to a job, in addition to proficiency in database management.

Job specifications:

  • Primary Database point person for SSS forms and tax records and financial aid programs

  • Primary Contact for Event Management: Including but not limited to tours, open houses, welcome receptions, virtual meetings, admissions assessments

  • Help manage and implement the 1:1 MS and US Student Tour Guide program

  • Project Management of ISEE/SSAT Test site and life cycle 

  • Scheduling interviews with the Admissions team with parents and prospective students, as well as supporting faculty and staff with specific enrollment need

  • Admissions Decisions delivery and help with the enrollment process

Other Duties:

  • Work with daily operations support staff to evaluate, update and provide quality control over admission print information and online application forms.

  • Track the stages of admission folder completion, including communication with families.

  • Provide support for and/or supervise short-term projects necessary to the success of the Admission Office.

  • Bachelor’s Degree highly preferred
  • 2 years of experience in independent schools required

  • Highly efficient multitasker  working in a fast-paced environment with a significant lead role in setting up and maintaining database systems

  • Independent, self-motivated team player who stays current with admission database trends.

  • Sensitivity to, and commitment to working with diverse racial, ethnic, gender, cultural, as well as disabled populations and promoting equity and inclusion for our constituents.

  • Dependable and timely complete assigned tasks and excellent follow-through. 

  • Ability to:

    • Manage many tasks simultaneously and shift priorities quickly.

    • Perform detailed work independently and accurately with minimal direct supervision

    • Coordinate effectively amongst a varied group of internal and external team members

    • Conduct, analyze, and make recommendations on a variety of administrative activities

    • Consistently be punctual for office hours, which are 7:45 a.m. to 4:00 p.m.


Head-Royce School Overview: 

Located on a 22-acre campus in Oakland, California, Head-Royce is a pre-eminent, co-educational, independent, K-12 day school with a 134-year history. Our mission is to inspire in our students a lifelong love of learning and pursuit of academic excellence, to promote understanding of and respect for diversity that makes our society strong, and to encourage active and responsible global citizenship.


Head-Royce enrolls 880 students in the three separate divisions — Lower, Middle, and Upper Schools — and provides a dynamic, whole-child education to every student. With our Strategic Plan, Bridge to 2022, the school’s current initiatives include advancing an innovative, student-centered program, promoting an inclusive community, driving deeper civic engagement, sustaining a culture of balance and well-being, and carefully stewarding our resources. 


Other Considerations:

Compensation: Competitive among comparable schools

Location: Oakland, California

Status: non-exempt

Travel: (minimal)

Education: Bachelor’s degree preferred

Start Date: August, 2021



To Apply:

Interested candidates are asked to submit a letter of interest and a current resume.


Head-Royce School is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job. School policy prohibits unlawful discrimination based on age, color, creed, disability, gender, marital status, national origin or ancestry, race, religion, registered domestic partner status, sexual orientation, physical or mental disability, a medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local laws.  Head-Royce School seeks to be a community in which every individual is treated with sensitivity, courtesy and respect.