Enrollment Coordinator

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.

This position is designed as 0.75 FTE, with responsibilities intentionally scoped to reflect that workload.

Authority

The position has the authority to:

• Manage day-to-day enrollment and admissions processes and systems
• Coordinate admissions activities and family communication
• Maintain enrollment data and reporting
• Recommend improvements to systems, workflows, and communication
• Collaborate with faculty and staff to support enrollment-related processes

Boundaries and Limitations

The position does not have the authority to:

• Set enrollment strategy, tuition, financial aid, or marketing strategy
• Make solo admissions or financial aid decisions
• Approve budgets or expenditures
• Enter into contracts or agreements on behalf of the school
• Supervise staff or volunteers
• Lead or determine advancement, marketing, or school-wide DEI strategy
• Represent the school in strategic, political, or governance matters
• Speak on behalf of the Board of Trustees or Head of School
• Alter admissions, financial aid, or tuition policies
• Assume responsibilities beyond this role without mutual agreement and workload review

General Responsibilities and Duties

• Manage the full admissions lifecycle:
  • Inquiry intake
  • Tours and events coordination
  • Application processing
  • Admissions decisions communication
  • Enrollment contracts and onboarding
• Manage the full admissions cycle from inquiry through enrollment and onboarding
• Respond promptly and warmly to inquiries from prospective families
• Coordinate tours, interviews, and admissions meetings
• Track applications, decisions, deposits, and enrollment confirmations
• Prepare enrollment materials and coordinate enrollment contracts with the Business Office
• Support smooth transitions for new families into the school community

• Ensure timely, clear, and consistent communication with prospective and current families
• Establish and maintain effective enrollment workflows, calendars, and follow-up systems
• Maintain and update enrollment data in school databases and student information systems
• Maintain accurate records of inquiries, applicants, enrollment, and wait pool activity
• Identify process gaps or inefficiencies and recommend improvements
• Maintain class lists and enrollment projections in coordination with school leadership
• Prepare regular enrollment, retention, and pipeline reports for the School Director

• Coordinate closely with Early Childhood and Grade School faculty throughout the admissions process
• Schedule and manage student visits in collaboration with faculty; ensure teachers have necessary information and collect feedback
• Facilitate communication and collaboration for admissions-related decisions
• Maintain updated applicant and class information for faculty, including age groupings and class composition considerations (especially in mixed-age Early Childhood classrooms)
• Communicate regularly with faculty regarding enrollment trends, openings, and re-enrollment status

• Coordinate enrollment-related events (tours, open houses, information sessions, new family orientation)
• Coordinate to host parent meetings with teachers when applicable: RFG and 1st Grade teacher meeting, others as needed
• Ensure logistics, materials, and follow-up communications are completed
• Support selected family-facing events and communications that connect enrollment, community engagement, and advancement, as capacity allows
• Partner with school leadership to ensure…