Enrollment Office Coordinator

Enrollment Office Coordinator Job Description

The Enrollment Office Coordinator provides proactive administrative, operational, and family-facing support to the Enrollment Management team across day and boarding admissions, enrollment, and related processes. This role helps keep prospective and newly enrolled families moving through the enrollment pipeline by monitoring outstanding requirements, following up on supplemental materials, coordinating schedules and communications, and maintaining accurate records and reports. The Enrollment Office Coordinator serves as a highly responsive and personable resource who can step in to assist with welcoming families, leading tours, and other enrollment activities as needed. Success in this role requires initiative, strong organizational skills, attention to detail, and the ability to interact personably with people. This role reports to the Director of Enrollment Management.

Primary Functions:

1. Coordinate
2. Communicate
3. Cultivate

Essential duties and responsibilities include, but are not limited to:

• Monitor and actively work enrollment pipelines across PreK12th grade day admissions and boarding admissions, identifying outstanding items and taking proactive steps to move families forward.
• Follow up consistently with prospective families regarding supplemental application materials, required documents, assessments, forms, and other outstanding application or enrollment requirements; alerting the appropriate team member as needed.
• Review inquiries via phone and email, responding to or routing them appropriately, and ensuring families receive timely communication and clear next steps.
• Maintain accurate and timely records in the school's enrollment management systems, including documenting communications, updating statuses, and ensuring application and enrollment information is current.
• Coordinate tours, meetings, interviews, assessments, and other appointments for prospective students and families, responding to scheduling requests and working with the appropriate team member to facilitate the experience.
• Step in as needed to greet prospective families, provide campus tours or informational sessions, assist with student assessments, and otherwise support a welcoming and professional experience when an admissions team member is unavailable or additional assistance is needed.
• Provide administrative support for the financial aid process by tracking completion status, communicating deadlines, and following up on missing documentation or other administrative requirements while maintaining appropriate confidentiality and not reviewing or discussing confidential financial information, awards, or financial decisions.
• Provide administrative and communication support for boarding admissions, including assisting with new boarding student onboarding and following up on required paperwork, visa-related materials, and other pre-arrival requirements as directed.
• Assist with new-family onboarding and enrollment communications to ensure required information, forms, and materials are completed and families are prepared for the start of school.
• Support Enrollment Management marketing and communication efforts by assisting with email campaigns, Mailchimp communications, Canva graphics and materials, and other administrative or promotional projects as needed.
• Assist with planning and execution of enrollment, recruitment, and welcome events, including coordinating supplies, food, decorations, facilities requests, schedules, materials, and other logistical details.
• Coordinate the preparation and distribution of welcome materials and new-student welcome boxes, including ordering supplies, organizing materials, assembling boxes, and ensuring items are ready according to established timelines.
• Maintain inventory of Enrollment Management supplies and materials and proactively anticipate and address operational needs before materials run out or an event or high-volume period begins.
• Collaborate closely with the Director of Enrollment Management and Associate Directors, anticipating needs and providing assistance across areas as priorities shift.
• Identify situations that require the involvement of an Associate Director or Director and appropriately escalate questions, concerns, or stalled situations rather than allowing issues to remain unresolved.
• Demonstrate initiative and flexibility by identifying opportunities to improve processes, completing necessary follow-up without waiting for specific assignments, and supporting special projects and other departmental priorities as needed.
• Perform other duties as assigned by the Director of Enrollment Management or designee.