Admission Coordinator

Position Description (What you will do)

The Hockaday School seeks an energetic and dynamic individual with demonstrated professional excellence to join our outstanding team. This is a full‑time, twelve‑month, benefits‑eligible position. Reporting directly to the Director of Enrollment Management, the Admission Coordinator provides crucial support to the Department. Under minimal supervision, the Admission Coordinator performs complex assignments and fulfills broad responsibilities with a positive attitude and a high level of detail.

A strong background in customer service is essential as is experience generating reports and collecting/analyzing data. Experience with Final Site, Blackbaud, Outlook, Excel, Word, PowerPoint, MS Windows, Canva, Sign Up Genius and Google Docs is important.

• Maintain a working knowledge of administrative details and processes unique to The Hockaday School
• Interact with prospective students, parents, and other school professionals regarding specific school admissions requirements
• Support the Director and Admission Division Directors by generating reports (new and existing) based on specific applicant and inquiry data
• Update and edit the Final Site client interface to the Admissions Department public pages (i.e., dates, deadlines, troubleshoot issues, auto‑replies and rules of the admissions process which are viewed by prospective students)
• Update and manage the ordering of all deliverable materials

• Coordinate the details/logistics for Admissions events (i.e., prepare and submit event requisitions, order catering, determine A/V, technology and security support needs, determine signage needs, set up day of event, etc.)
• Attend all Admissions events to assist the Director, staff, teachers, and volunteers
• Create and update the event calendar in Final Site to accurately reflect prospective family events
• Create and review all event registration forms and communication plans
• Prepare nametags and group lists for all prospective student events
• Enter and maintain the master list of prospective applicants from Final Site to send event invitations
• Maintain master calendar used to select Student Ambassadors that participate in events and host prospective students
• Support the Admission Directors in the planning of weekend admission testing; perform other duties as assigned

• Manage all aspects of the enrollment process for all current and new students
• Assist in the preparation and updates to enrollment contracts and all email templates for returning and new students
• Assist parents with Final Site enrollment platform
• Send reminders as needed to complete the enrollment process
• Maintain data to provide accurate reporting to division offices, database manager, Development office and other school stakeholders
• Assist in the preparation of Board of Trustees reports, INDEX, and NAIS Survey

• Support the Admission Upper School Division Director with the student ambassador program (H Club)
• Coordinate with the Admission Upper School Division Director to maintain the H Club calendar as needed to support school events, campus tours, and other visitor programs
• Manage credit database and communicate with H Club members as needed
• Conduct H Club interviews in the spring
• Act as the primary representative for visitors to campus and provide campus tours when H Club members are unavailable
• Develop and monitor tour evaluation process
• Support the Director with the parent ambassador program
• Update and manage the Sign‑Up Genius and/or Group Me Platform for both programs

• Assist the Director of Enrollment Management
• Answer department phones, emails, and greet in‑person visitors
• Organize information and send requests, updates, and messages to appropriate personnel and follow up promptly
• Manage the ordering of office supplies, inventory of all admissions materials and organization of the storage areas
• Develop and maintain the department’s annual operations calendar of projects and events
• Provide weekly project management status updates of department projects and events to Director of Enrollment Management and Admission…