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.

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.

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.

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.

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.

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.

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.

• Understanding of and commitment to Waldorf education and school culture
• Experience in admissions, enrollment management, or related administrative roles
• Strong…