Enrollment Management Admin. Assistant

General Summary: Provide administrative support by assisting the Director of Enrollment Management and department staff, current and prospective families, administration, faculty, staff and students by performing complex and confidential administrative and clerical duties, while working with limited supervision to ensure that the admissions and enrollment processes runs smoothly for all applicant families. Serve as a liaison between current and prospective parents, Enrollment Management staff, teachers, and administration.

Essential Duties and Responsibilities:

• Office Management and Operations: Oversee the daily functions of the Enrollment Office, ensuring an organized and efficient work environment. Maintain office supplies, manage databases, and coordinate administrative tasks to support the enrollment team.
• Act as the frontline person to provide support to the Director of Enrollment Management and the Associate Directors of Enrollment.
• Prospective Family Engagement: Serve as the first point of contact via phone and email for prospective parents, providing timely and accurate information about the admissions process while demonstrating five-star service.
• Student Applications: Ensure the timeliness and accuracy of applicant data, applications, acceptances, re-enrollment, issuance of contracts, reports and queries, and ensure student information is forwarded to the proper departments.
• New Family Transition: Serve as the Enrollment Management office liaison with the Parents Association Welcoming Family Chair, and manage the process of coordinating current school families with families new to USM.
• Scheduling and Coordination: Schedule meetings between the enrollment team and other school departments, ensuring smooth collaboration and communication. Assist in coordinating shadow visits for Middle and Upper School prospective students with current student ambassadors.
• Campus Tours and Outreach: Develop a deep understanding of the school community to effectively tour prospective families (in support of the associate directors of enrollment) and share the school’s mission and programs.
• Event Planning: Assist in the organization’s wide variety of special events, open houses, school fairs, outreach and other admissions-related events.
• Data and Reporting: Communicate enrollment changes, compile and distribute daily and monthly reports, and assist with tracking enrollment trends. Perform data entry, data management and gathering tasks in the enrollment database system in accordance with standard policy. Analyze records and systems, and devises suggestions for improvement of office procedures, methods, and record keeping.
• Community Involvement: Actively participate in school events, engage with families and staff, and contribute to a welcoming and inclusive school environment. Work collaboratively with faculty, staff, and administration to meet diverse needs.
• International Student Support: Coordinate and manage the I-20 visa process for international students in accordance with SEVIS regulations, ensuring compliance and timely processing.
• Coaching: To strengthen community connections, the enrollment management administrative assistant will take on an available (stipend, seasonal) coaching position. This may include serving as either an assistant or head coach, for middle or upper school, depending on interest, experience, and the needs of the athletic program.
• Other Responsibilities: Carry out additional tasks and special projects as assigned by the Director of Enrollment Management.

Knowledge, Skills and Abilities:

• Excellent computer skills; capable of competently operating technology including Google Suite, myUSM and Finalsite (enrollment database) with training
• Ability to work collaboratively with others and maintain positive professional relationships
• Past experience in event planning and coordination required
• Exceptional customer service skills
• Excellent writing and communication skills
• Strong interpersonal skills
• Excellent organizational skills with a strong degree of self- direction and motivation
• High level of maturity, confidentiality, and assertiveness
• Capable of using tact and diplomacy in dealing with others
• Desire to advance in the enrollment/admissions field a plus

Education and Experience:

• Bachelor’s degree required, and experience in office management, admissions, or customer service preferred
• Experience in an educational setting desirable