Admissions Coordinator

Menlo School is seeking an energetic and dedicated individual to join our Admissions Office as the Admissions Coordinator. This role serves as a key ambassador for Menlo’s mission, values, and brand. The position fulfills four core functions: administrative support for the Director of Admissions and Financial Aid; primary point of contact for prospective families; coordination of daily admissions operations and document workflow;

and logistical execution for admissions testing and events. This role offers opportunities for professional growth and increased operational responsibility over time.

This is a full-time, 12-month, non-exempt, on-site position.

Key Responsibilities

The following information is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or required skills. Primary areas of responsibility include but are not limited to:

• Maintain calendars and schedule meetings for the Director and the Admissions Office, coordinating with internal and external stakeholders.

• Filter, prioritize, and respond to incoming emails and inquiries on behalf of the Director.

• Prepare agendas, reports, meeting materials, room bookings, and AV setup for departmental meetings.

• Order, track, and maintain inventory for admissions collateral, office equipment, technology, and event supplies.

• Provide occasional coverage for the school reception desk as scheduled.

• Deliver high-touch, welcoming service to prospective students and families during campus visits, calls, and email inquiries.

• Triage and respond to communications from prospective families, feeder school personnel, and educational consultants.

• Coordinate translation services and multi-language support (e.g., Spanish, Mandarin) for admissions materials, webinars, and events.

• Collaborate on student onboarding and re-enrollment procedures across Upper and Middle School divisions.

• Administer the admissions database (Ravenna/Kira); maintain accurate records and generate reports for decision-making and yield projections.

• Process application materials, clean data, tag files, and follow up with families and sending schools to complete application files.

• Upload and process testing data (Star Assessments, writing samples) and facilitate score sharing with peer schools upon request.

• Prepare and execute paper mailings and bulk digital communications for prospective and admitted families.

• Organize setup, facilities requests, vendor deliveries, and tech support for admissions events and testing sessions.

• Assist in conducting campus tours, proctoring assessments, and facilitating prospective student interviews.

• Engage with student admissions ambassadors and collaborate with the Communications team on master calendar scheduling.

• Mission Alignment:
  Deep understanding of Menlo School’s mission, values, and independent school admissions cycles.

• Commitment to inclusion and belonging:
  Active dedication to diversity, equity, inclusion, belonging, and ongoing cultural competency.

• Professionalism:
  High level of integrity, discretion with confidential information, and strong interpersonal warmth.

• Organization:
  Meticulous attention to detail, problem-solving orientation, and strong time-management skills.

• High School diploma or equivalent (Bachelor’s degree preferred).

• Minimum 2 years of professional administrative or office experience.

• Strong written and verbal communication skills in English.

• Proficiency in Google Workspace, database management, and Excel/Google Sheets (data analysis, tables, basic formulas).

• Ability to meet physical requirements of the role with reasonable accommodations.

• Fluency in Spanish or Mandarin.

• Experience with Ravenna, Kira, Asana, Notion, or similar database/project management platforms.

• Requires sitting, standing, walking around campus (indoors/outdoors), computer work, and occasional lifting of up to 30 lbs.

• Requires occasional evening and weekend availability…