Admission Coordinator

Wayland Academy is an independent, coed college preparatory school founded in 1855. The school’s rich, rigorous academic program is anchored by faculty who are knowledgeable, deeply caring, and dedicated to student success. The admissions and marketing departments are essential to this mission.

The Admission and Advancement Coordinator provides operational, administrative, event, and hospitality support for Wayland Academy's Enrollment and Advancement teams. Reporting to the Dean of Enrollment and Advancement, this cross‑functional role supports the daily workflow, systems management, event coordination, and constituent engagement efforts that strengthen enrollment, philanthropy, alumni relations, and institutional hospitality.

The Coordinator serves as an important connector between admission, advancement, communications, and business office functions while helping ensure a highly organized, welcoming, and relationship‑centered experience for prospective families, current families, alumni, donors, and community partners. As a primary point of contact within the Administration Building, the Coordinator helps create an atmosphere of warmth, professionalism, and responsiveness that reflects the Academy's commitment to belonging and exceptional service.

This role requires strong organizational skills, attention to detail, excellent interpersonal and communication abilities, customer service instincts, event coordination experience, and comfort managing multiple priorities in a fast‑paced school environment. The ideal candidate is highly organized, enjoys working with people, and takes pride in making others feel welcomed, supported, and connected to the Wayland community.

• Support the daily operations of the Admission Office and enrollment workflow
• Serves as a gracious and professional host for guests visiting the Administration Building and campus
• Creates positive first impressions through responsive communication, relationship‑building, and attention to constituent needs
• Manage and maintain prospective student and family records within Finalsite Enrollment and related systems
• Process inquiries, applications, enrollment agreements, re‑enrollment records, and supporting enrollment documentation
• Track applicants throughout the enrollment funnel and assist with maintaining accurate enrollment data and reporting
• Coordinate campus visits, student shadow days, interviews, and individualized family visit schedules
• Manage admission office communication channels including phone lines, email inboxes, and inquiry follow‑up
• Assist with enrollment communications, mailings, and document collection
• Coordinate logistics related to enrollment deposits, contracts, and enrollment tracking
• Support admissions travel preparation, recruitment materials, and off‑campus event logistics

• Support the director of development with coordinating the Parent Council and other committees as assigned
• Provide administrative and operational support for Advancement Office initiatives and campaigns
• Exhibits warmth, discretion, emotional intelligence, and sound judgment when interacting with a wide variety of constituents
• Supports a culture of hospitality and belonging by helping visitors, families, and community members feel informed, valued, and connected
• Assist with donor stewardship activities, gift acknowledgments, mailings, and constituent communications
• Maintain and update alumni, donor, and constituent records within Blackbaud Raiser’s Edge and related systems
• Support advancement reporting, constituent lists, and engagement tracking
• Assist with fundraising campaigns, annual giving initiatives, reunion efforts, and donor outreach projects
• Coordinate advancement office scheduling, meeting logistics, and administrative workflows
• Support sponsorship tracking and advancement‑related communications

• Coordinate and support enrollment and advancement events including:
  • Open Houses
  • Accepted Student and Revisit Events
  • Homecoming & Alumni Reunion Weekend
  • Founder's Day
  • Spring Gala & Auction
  • Golf Outings
  • Regional Receptions
  • Family and Donor Events
  • Virtua…