Admissions Coordinator

Helios is an innovative, independent school community for gifted learners in grades K-8 located in Sunnyvale, CA. Our faculty members collaborate to create and continuously improve an exceptional program tailored to the needs of our gifted population. This program is distinctive in how it weaves together interdisciplinary project-based learning, placement-based mathematics, social-emotional learning, opportunities for students to direct their own learning, and connections to issues in the wider world.

We boast a happy, committed faculty that enjoys teaching in a collaborative environment where they are respected and empowered. Helios teachers are professionals of high caliber who are creative, innovative, and have a growth mindset. They are experienced in progressive/ constructivist education and understand that the best education starts with the child.

Description of the job

The Admissions Coordinator (AC) supports the Director of Admissions (DA) in all aspects of their work. They provide administrative and logistical support in an efficient, resourceful, and professional manner, ensuring smooth operations of the admissions process. Discretion, independent judgment, confidentiality, and a high level of professionalism are required. The AC serves as a warm, welcoming, and engaging point of contact for prospective and current families while managing multiple responsibilities in a dynamic school environment. This position will provide opportunities to expand their role and responsibilities in the future.

Responsibilities

1. Fully supports the School’s mission and serves as a positive, engaging ambassador for Helios.
2. Works collaboratively with the DA, Head of School (HOS), and members of the Administrative Team.
3. Fosters professional and courteous relationships with faculty, staff, administration, trustees, parents, students, and prospective families.
4. Manages administrative tasks related to the admissions process, including processing applications, scheduling interviews, maintaining the admissions calendar, and ensuring all required documentation is received.
5. Serves as the primary point of contact for prospective families, responding to inquiries and providing information about the school’s admissions process, programs, and philosophy.
6. Supports the DA in coordinating and executing admissions events such as open houses, tours, and student visit days.
7. Tracks and organizes admissions data, maintaining accurate records and reports for strategic analysis and planning.
8. Assists with digital and print communications, including admissions materials, emails, website updates, and newsletters.
9. Provides logistical support for re-enrollment, ensuring smooth communication with current families.
10. Coordinates with faculty and staff to facilitate applicant assessments, classroom visits, and student observations.
11. Submits orders to vendors for production and ensures timely delivery of promotional materials.
12. Supports special projects and initiatives related to admissions, enrollment, and retention.
13. Co-lead the Student Ambassador program with the DA.
14. Performs other duties and oversees special assignments as assigned by the DA.

Skills and Knowledge

1. Strong interpersonal and relationship-building skills with an ability to engage effectively with diverse families.
2. Excellent organizational and time management skills, with the ability to handle multiple tasks and deadlines.
3. Professional and welcoming phone and email etiquette.
4. Strong technical skills, including proficiency in:
5. Standard office practices and procedures.
6. Google Suite, Microsoft Office (Word, Excel, PowerPoint), Zoom Workplace and database management.
7. Admissions and CRM software (experience with Ravenna and Veracross is a plus).
8. Ability to maintain confidentiality and handle sensitive information with discretion.
9. Strong written and verbal communication skills, with the ability to speak enthusiastically about Helios School.
10. A proactive, problem-solving mindset with a keen attention to detail.
11. Ability to work independently and collaboratively as part of a team.
12. High level of professionalism, integrity, and adaptability in a fast-paced environment.

Education

Bachelor’s degree from accredited college or university required. 

Experience

1. Two to three years administrative experience, preferably in Admissions or supporting an educational and/or executive administrator.
2. Experience with Salesforce, Veracross or other CRMs.
3. Experience with Ravenna is highly desired.
4. Experience with admission, marketing, communications, or graphic design preferred.
5. Experience in a not-for-profit environment and/or independent school is highly preferred.

Compensation and status

$80,000.00 - $90,000.00 depending on experience

Working Hours: 8:00 am - 5:00 pm, with occasional weekend and evenings.

FLSA Status

Full-time, Exempt

Performance and Workplace Expectations

1. Must be: 
2. physically and mentally capable of performing multiple tasks simultaneously and be capable of consistently functioning well in a fast-paced environment
3. able to support and speak passionately about the School’s mission
4. work independently with little supervision
5. able to occasionally lift a minimum of 25 pounds
6. able to work a flexible schedule that may include early mornings and late evenings for meetings and school-related functions
7. willing to travel as needed, including overnight stays, to represent the School
8. capable of using a visual display terminal with keyboard
9. able to give and take criticism and direction well.
10. Must enjoy working collegially and congenitally with faculty/staff, parents and children in a school that highly values community.
11. Must exhibit the following qualities to be a successful team player:
12. ability to maintain confidential and positive working relationships with administrators, faculty, staff, parents, pupils, school, community organizations and the general public
13. ability to communicate in a timely and professional manner to address conflicts
14. strong evidence of commitment and loyalty to the Helios Administration Team and the School
15. strong evidence of ownership and accountability for work
16. consistent and superior attention to detail and results.