Office Coordinator

Job Description

Job Description

Office Coordinator

Founded in 1888, The Baldwin School is an all-girls college preparatory, independent day school, PreK-Grade 12, dedicated to a tradition of excellence in education. In a nurturing atmosphere that reflects socioeconomic, ethnic, and religious diversity, our girls strive to develop scholarship, leadership, and citizenship within a community that emphasizes intellectual rigor, ethical integrity, and independence of thought. More information is available on our website.

The Baldwin School is seeking an Enrollment Coordinator who will play a vital role in daily operations and help to ensure an exceptional experience for prospective, admitted, and current families throughout the enrollment process. Successful candidates will have an understanding of and appreciation for girls' education, thrive in a fast-paced, collaborative environment, and enjoy balancing a wide variety of responsibilities. From managing applicant data and supporting financial aid processes to preparing for events, coordinating materials, and responding to the unexpected, the Enrollment Coordinator is a self-motivated and dependable team player who jumps in whenever and wherever support is needed.

Responsibilities:

Enrollment and Financial Aid Data Operations

• Manage key aspects of the enrollment and financial aid application processes, including data entry, record maintenance, document management, and application tracking;
• Maintain accurate applicant, enrollment, and financial aid information across multiple systems and spreadsheets, including transferring and reconciling data between platforms;
• Upload and organize applicant documents and review applicant files for completeness and accuracy, proactively following up with families, schools, and faculty to obtain outstanding application and enrollment material; and
• Prepare application packets, admission materials, enrollment communications, and mailings.

Events, Visits, and Family Engagement

• Anticipate needs and coordinate assigned logistics for admission and enrollment events, including preparation, setup, registration, breakdown, and follow-up;
• Create and organize event materials, including but not limited to invitations, name tags, signage, registration lists, and participant materials in advance of the event;
• Maintain accurate event records tracking including registrations, attendees, cancellations;
• Send post-event communication, including thank-you notes and other follow-up notes;
• Prepare and send weekly campus visit communications and related materials; and
• Facilitate seamless communication between families and the appropriate enrollment team members, faculty, administrators, coaches, financial aid staff, and student ambassadors.

Office Operations and Team Support

• Manage admissions supplies, promotional materials, event materials, and giveaway inventory, ensuring items are organized, stocked, tracked, and readily available;
• Support essential office functions, including packet preparation, mailing projects, filing, copying, and scanning;
• Coordinate testing logistics and proctor admission assessments as needed;
• Identify opportunities to strengthen departmental systems, workflows, and processes to improve efficiency; and
• Assist with special projects and time-sensitive needs while contributing to a collaborative and team-oriented office environment.

Qualifications

The ideal candidate is a motivated self-starter who approaches every task with enthusiasm and professionalism, takes pride in producing high-quality work, and embraces ownership in everything they do. They are energized by variety, eager to learn, and proactive in identifying what needs to be done without waiting to be asked. Trusted to manage responsibilities independently, they anticipate needs, improve processes, and contribute meaningfully to the success of the Enrollment Office. They understand that flexibility, initiative, teamwork, and exceptional hospitality are essential in a busy enrollment office and are committed to creating an outstanding experience for every family through prompt, thoughtful, responsive, and personalized service.

Required Qualifications Include:

• Bachelor's degree;
• Proficiency with Microsoft Office and Google Workspace;
• Availability to work occasional evenings and weekends in support of admission and enrollment events;
• Effective communication skills and the ability to work in a collaborative team environment; and
• Ability to exercise discretion, maintain confidentiality, and use sound judgment.

Preferred Qualifications Include:

• Experience in admissions, education, customer service, office administration, operations, or a related field; and
• Experience with Blackbaud, Finalsite, Clarity, and/or other student information systems.

Interested candidates, please submit a cover letter, resume, and three references.

Baldwin is an equal opportunity employer, and we strongly encourage candidates of all backgrounds, genders, and abilities to apply.