Part Time Admissions Coordinator

Title: Admissions Coordinator

Job Type: Part time position

Reports to: Director of Marketing & Strategic Partnerships and Director of Head of School

Overview: We are seeking a highly organized and detail-oriented Admissions Coordinator to join our team. This position plays a key role in the admissions process by managing the student information system (SIS) and guiding prospective families through each step of the admissions journey. The ideal candidate will be a strong communicator with a customer-service mindset, able to manage multiple tasks while maintaining a welcoming and supportive environment for new families.

All Staff Responsibilities:

• Provide a safe school environment, indoors and out, per directives regarding building operations (keys, fobs, alarm codes), the Daystar Distinctives and Responsive Classroom practices
• Participate in a brief staff prayer to start the day at 7:35 sharp on Monday through Thursday in the Gathering Place
• Participate in school engagement events to promote positive school culture
• Complete arrival and dismissal duties as assigned
• Fulfill essential job functions based on one’s specific job description; and during times of school drills or emergencies, assist others as able
• Be on time, appropriately dressed and ready for work at assigned days/times
• Adhere to all of the requirements outlined in the Staff Handbook and comply with the school policies
• Be an excellent ambassador of Daystar Academy at all times
  
  
  

Essential Job Functions Relative to role as Admissions Coordinator:

Student Information System (SIS) Management:

• Oversee the day-to-day operations of the school’s student information system, ensuring all student data is accurate, up-to-date, and compliant with school policies.
• Assist in the configuration and customization of the SIS to meet the school’s needs.
• Troubleshoot system issues and work with IT or vendors to resolve any technical challenges.
  
  
  

Admissions Process Management:

• Serve as the primary point of contact for prospective families after an inquiry has been made, providing them with information about the school and guiding them through the admissions process.
• Coordinate and schedule tours, interviews, and other admissions-related events.
• Track all incoming applications and ensure timely follow-up with families.
• Review application materials and assist in the coordination of the application review process.
• Assist in the preparation of acceptance and rejection notifications.
  
  
  

Communication and Relationship Building:

• Cultivate positive relationships with prospective families, ensuring a warm and welcoming experience throughout the admissions journey.
• Provide clear and consistent communication via phone, email, and in-person meetings.
• Work closely with other departments (e.g., marketing, front office and academic teams) to ensure a cohesive and effective admissions process.
  
  
  

Data Management and Reporting:

• Maintain accurate records of all prospective families, applications, and other admissions-related data.
• Prepare regular reports for the Head of School, providing updates on application trends, conversion rates, and other key metrics.
• Analyze data to identify opportunities for improving the admissions process.
  
  
  

Event Planning and Support:

• Assist in organizing and supporting admissions events, including open houses, information sessions, and applicant interviews.
• Help create and distribute event materials and invitations.
• Ensure that all events run smoothly and efficiently, providing excellent customer service to attendees.
  
  
  

Experience:

• Previous experience in an administrative role, preferably in a school or educational environment.
• Familiarity with student information systems (SIS) or other database management tools.
• Prior experience in admissions, customer service, or sales is a plus.
  
  
  

Skills:

• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent verbal and written communication skills.
• Proficiency in Google Suite and other office software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Detail-oriented with a high degree of accuracy in data entry and record-keeping.
  
  
  

Personal Attributes:

• Warm, approachable, and able to build rapport with families and staff.
• Proactive, self-motivated, and comfortable working independently.
• Strong problem-solving skills and the ability to adapt to changing priorities.