Admissions, Recruitment, And Advancement Assistant

Admissions, Recruitment and Advancement Assistant

Chesterton Academy of Our Lady of Hope Warwick, RI Terms: Part-time (30 hours/week, on-site)

Position Summary The Admissions, Recruitment & Advancement Assistant is a mission-driven role responsible for growing student enrollment, strengthening community relationships, and supporting advancement efforts at Chesterton Academy of Our Lady of Hope. This position serves as a key ambassador for the school, actively promoting the academy's mission throughout Rhode Island's Catholic parishes, schools, and community networks. The role combines admissions leadership, marketing and outreach, donor administration, event coordination, and systems management. The Admissions, Recruitment & Advancement Assistant is expected to build strong relationships, increase awareness of the school, and ensure prospective families experience a welcoming and structured admissions process from first contact through enrollment.

Core Responsibilities

• Enrollment & Admissions Management
• Serve as primary point of contact for prospective families
• Manage full admissions pipeline (inquiry - application - enrollment -Tuition aid Package)
• Schedule and coordinate: Shadow days, Placement testing, Family interviews, Open Houses and admissions events
• Conduct consistent follow-up with prospective families
• Support annual enrollment goals and recruitment strategy
• Maintain accurate admissions records in FACTS and Bloomerang
• Ensure a welcoming and professional admissions experience
• Marketing & Community Outreach
• Represent the school at Catholic parishes across Rhode Island
• Build and maintain relationships with pastors, parish offices, and Catholic communities
• Attend and coordinate parish visits and Mass announcements
• Promote the school at community events, school fairs, and outreach opportunities
• Support marketing efforts (flyers, messaging, outreach campaigns)
• Strengthen the visibility of Chesterton Academy in the region
• Identify new recruitment and partnership opportunities
• Advancement & Donor Support
• Enter and manage donations in Bloomerang
• Process checks and cash donations, allocating them to the appropriate accounts or financial systems.
• Own weekly financial meetings with the School President.
• Retrieve checks from office secure location Endorse, scan, and prepare bank deposits
• Maintain accurate deposit logs for accounting reconciliation
• Support donor acknowledgements and communications
• Assist with fundraising campaigns and appeals
• Support Annual Gala coordination: RSVPs, seating, ticket tracking Silent auction coordination Sponsorship tracking Volunteer coordination Event logistics support
• Systems, Data & Process Management
• Support transition from spreadsheets to centralized systems
• Ensure accurate use of: FACTS (enrollment & student data) Bloomerang (donors & advancement) Jupiter (academic system support) Google Workspace (internal operations)
• Reduce reliance on manual tracking spreadsheets
• Maintain data accuracy and system consistency
• Support the development of standardized workflows for admissions and advancement
• School Engagement & Support
• Assist with school-wide events and activities
• Support athletics communication and coordination as needed
• Assist with college guidance events for seniors
• Support parent communication (including tracking SignUpGenius data) for engagement efforts.
• Provide general operational support to school leadership

Qualifications:

• Strong communication and relationship-building skills
• Highly organized and detail-oriented
• Comfortable speaking with families, pastors, and community leaders
• Experience in admissions, marketing, fundraising, or customer service preferred
• Ability to manage multiple priorities and deadlines
• Strong computer and database skills
• Commitment to Catholic education and mission-driven work

Preferred Experience:

• School admissions or enrollment experience
• Marketing, outreach, or community engagement experience
• Event planning or fundraising experience
• Experience working with CRM or data systems (Bloomerang, FACTS, etc.)

Work Schedule: 30 hours per week On-site at Chesterton Academy of Our Lady of Hope Some evenings and weekends are required for: Parish outreach Open Houses Admissions events Gala and fundraising events

Success Metrics:

• Growth in qualified prospective families
• Strengthened parish and community partnerships
• Successful execution of admissions events
• Accurate and consistent data management across systems
• Effective support of fundraising and Gala efforts
• Reduction in spreadsheet-based tracking through system adoption
• Positive family experience from inquiry through enrollment

Faculty and staff take an Oath of Fidelity to the Magisterium of the Catholic Church. Interested individuals should familiarize themselves with our school and our mission via our website:

Application Process: Please send the following materials to View email address on click.appcast.io. Applications are reviewed on a rolling basis. For full consideration, please submit as soon as possible.

• Resume
• Cover letter: Please include in your cover letter answers to the following 2 questions: How has your faith motivated your personal and professional decisions thus far? How has your faith life prepared you for succeeding in this position? What is your interest in advancing the mission of the school?
• References. Please share the names of 3 people we may contact as references. The best references are former or current supervisors.