Enrollment Coordinator, Part-time

Description

The Enrollment Coordinator manages the systems, communications, and processes that support student recruitment, admissions, enrollment, re-enrollment, and family onboarding at Charlottesville Waldorf School.

This role serves as a primary point of contact for prospective and current families and ensures that the enrollment experience is clear, timely, well-organized, and aligned with the school’s mission. The position supports strong communication, data integrity, and follow-through across all enrollment-related processes, while collaborating with faculty, administration, and selected advancement efforts that intersect with enrollment and community engagement.

Job Duties

Admissions & Enrollment Operations

Manage the full admissions and enrollment process from initial inquiry through enrollment and onboarding. Serve as a welcoming and responsive point of contact for prospective families by responding promptly to inquiries, coordinating tours, interviews, admissions meetings, and enrollment events, and communicating admissions decisions. Track applications, deposits, enrollment confirmations, and related records; prepare enrollment materials and coordinate contracts with the Business Office; and support smooth transitions for new families into the school community.

Systems, Communication & Process Stewardship

Ensure timely, clear, and consistent communication with prospective and current families while maintaining organized enrollment systems and processes. Establish and oversee enrollment workflows, calendars, follow-up systems, and student information records; maintain accurate data related to inquiries, applicants, enrollment, and wait pool activity; and coordinate class lists and enrollment projections with school leadership. Prepare regular enrollment, retention, and pipeline reports for the School Director, and identify opportunities to improve efficiency, communication, and overall enrollment processes.

Faculty Coordination & Internal Communication

Coordinate closely with Early Childhood and Grade School faculty throughout the admissions and enrollment process. Schedule and manage student visits in collaboration with teachers, ensure faculty have the information needed to support admissions decisions, and collect and communicate feedback as appropriate. Maintain updated applicant and class information, including age groupings and class composition considerations, particularly within mixed-age Early Childhood classrooms, and communicate regularly with faculty regarding enrollment trends, openings, and re-enrollment status.

Events & Community Interface

Coordinate and support enrollment-related events, including tours, open houses, information sessions, and new family orientations, as well as parent meetings with teachers when applicable (including Rising First Grade and 1st Grade meetings and others as needed). Ensure all logistics, materials, and follow-up communications are completed in a timely and organized manner. Support selected family-facing events and communications that connect enrollment, community engagement, and advancement, and partner with school leadership to ensure consistent, mission-aligned messaging.

Retention & Family Experience

Support re-enrollment processes and key communication touchpoints for current families, helping ensure a clear and supportive family experience. Coordinate Rising First Grade Committee work, including meetings, decision-making processes, and follow-up communication with families and the School Director as needed. Assist in monitoring retention trends and coordinating follow-up actions as directed. Help ensure a smooth and welcoming onboarding experience for new and returning families, and support exit interviews and attrition tracking as requested.

Inclusive Outreach & Access

Support clear, welcoming, and accessible enrollment and onboarding practices for all and partner with school leadership to identify and improve areas that impact family access and experience.

Skills Required

– Understanding of and commitment to Waldorf education and school culture

– Experience in admissions, enrollment management, or related administrative roles

– Strong interpersonal and communication skills

– High level of organization, attention to detail, and follow-through

– Demonstrated ability to manage systems, databases, and workflows

– Comfort working with and optimizing Student Information Systems (e.g., Blackbaud or similar)

– Ability to manage multiple priorities in a cyclical, deadline-driven environment

– Analytical skills to interpret enrollment and retention data

– Ability to maintain confidentiality and professional discretion

– Proficiency with word processing, spreadsheets, databases, and online platforms

– Flexibility to work occasional evenings or weekends during peak admissions seasons

– Ability to lift at least 15 pounds and move between campus spaces as needed

Work Schedule

This position is designed as 0.75 FTE, with responsibilities intentionally scoped to reflect that workload (approximately 30 hours per week).

Workload will fluctuate seasonally, with increased hours during peak admissions and re-enrollment cycles and lighter workloads during off-peak periods.

School Breaks: Office hours not typically required during the 5 weeks of school breaks, but it is the expectation that ongoing task responsibilities will be addressed as needed.

Additional Info

– Responsibilities are prioritized annually in collaboration with the administrative team.

– This position focuses on operational execution and systems implementation, not strategic decision-making.

– Additional responsibilities beyond the defined scope must be approved in advance and may require reassessment of priorities or FTE.

– Paid time off & holidays.

– Tuition remission.

– Professional development opportunities.