Admissions Coordinator

position: admissions coordinator

JOB SUMMARY

The Admissions Coordinator facilitates admissions processes and procedures by efficiently communicating with and assessing potential families, completing the enrollment process and successfully onboarding new students in a manner that upholds SLOCA’s mission and vision. Student/Family retention starts with admissions and the coordinator is critical to ensure that first great experience for every new Student and their Families!

Non-Exempt Employee Status; 40 hours a week, year-round, on site, with benefits and PTO.

JOB STRUCTURE

• Reports to the Admissions Director
• Will interact frequently with Early Education Directors and High School Directors
• Does not encompass supervisory responsibilities

DUTIES AND RESPONSIBILITIES

Administrative roles:

Enrollment

• Learn and understand how to operate in our FACTS system (SIS, Financial, Admissions)
• Respond daily to inquiries - email, phone, website, walk ins
• Set up family meeting to discuss inquiry / intent to enroll
• Set up family tours and participate as needed
• Set up student shadow day (as required) - coordinate with teaching team
• Ensure admissions files are kept current and up to date including all required forms and example grids
• Maintain active list of open slots by grade level / track (monthly)
• Distribute acceptance letters and ensure all enrollment documents are completed by family - provide support

On-boarding

• Determine start date and schedule of events leading up to first day
• Timely communication with families, Admissions Director, Early Education Directors, and teaching teams regarding acceptance,on-boarding process and related schedules
• Work with Admissions Director to ensure new families receive all info and support required to facilitate a smooth transition into the SLOCA community
• Ensure information to set up billing system is available for Admissions Director
• Ensure welcome boxes are created and distributed to new families
• Provide support and guidance to families on required class materials/books, website/portals (family and student) logins, inclusion on appropriate email lists, etc.

Events support - Participate as active or supporting team member, including but not limited to:

• Coordinate packet production for the two All-Parent meetings, and the Summer packet working with departments involved in order to receive applicable packet content
• Partner with Marketing to create packets - either hard copy or electronic
• Sneak Peeks - coordinate and prepare logistics including set up and take down
• School-wide events like History Day, Back to School Orientation, Work Days, Family Business Meeting, parent trainings
• Setup New student training as required (Singapore Math, Writing Intensive, Latin Intensive)

Retention - Work with Admissions Director to:

• Help ensure new families are cared for during the first year or two to include ongoing communication, check in meetings, and care if they are struggling
• Check in with teachers regarding how the new students and their parents are adjusting

Information Management

• Ensure SLOCA parent calendar and admissions pages on the website are accurateMaintain knowledge of school details, events, and activities
• Create / revise Inquiry Forms, Intent to Enroll, acceptance letters, etc.
• Create and maintain class lists working with teachers for class placement
• Maintain up to date FAQ’s to support family discovery process
• Sort and organize physical and electronic mail for Admissions
• Manage and maintain new student start dates, tours, shadow days
• Prepare admissions pipeline metrics and executive reporting on progress
• Prepare relevant fees for Financial system update / System entry TBD
• Collect and manage confidential student information (Immunization records, financial agreements, etc.) using prescribed methods
• Create and maintain Early Ed Employee Certification database (CPR, Pesticides, Transcripts, etc.)

Early Ed specific:

• Update Early Ed Personnel Report as needed
• Update Facility Roster as needed
• Collect and manage new employment forms / licensing and credential validation
• Update state required immunization database for preschoolers
• Collect state required student paperwork for for Infants - preschoolers
• Update and maintain Early Ed employee records

Physical Demands:

Able to sit at a desk, using a computer for extended periods of time. These physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to lift 30 lbs.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• San Luis Obispo, CA 93405: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• What would you say is your strongest character trait and why?

Education:

• High school or equivalent (Required)

Experience:

• Administrative experience: 2 years (Required)
• Computer literacy: 1 year (Required)
• Google Suite: 1 year (Preferred)

Work Location: One location