Admissions Assistant

ESSENTIAL DUTIES AND RESPONSIBILITIES Family Experience & Front Office Management

• Serve as the first point of contact for prospective and current families via phone, email, and in-person interactions.
• Provide timely, accurate, and welcoming responses to inquiries, ensuring a high-touch, relationship-centered experience.
• Greet visitors and support the daily operations of the AEM office with professionalism and warmth.
• Represent Mid-Pacific as a knowledgeable and enthusiastic ambassador of the school.

• Manage and process admissions files, ensuring accuracy, completeness, and timeliness.
• Monitor applicant progress and follow up on missing documents and requirements.
• Maintain organized and up-to-date electronic records and filing systems.
• Prepare and distribute admissions communications, including acceptance packages and required documentation.
• Ensure the confidentiality and security of all applicant data, handling sensitive information with discretion and in accordance with school policies and applicable privacy regulations.

• Manage the AEM office calendar, including scheduling tours, interviews, assessments, and internal meetings.
• Coordinate logistics for admissions-related activities across multiple divisions and departments.
• Ensure smooth communication and alignment among faculty, staff, and administrative teams.

• Support the planning and execution of a wide range of admissions events and activities, including open houses, campus tours, school fairs, interviews, assessments, and welcome events throughout the year.
• Coordinate event logistics, including scheduling, registration, materials preparation, space setup, and communication with participants and internal teams.
• Communicate with prospective families to provide timely information and support leading up to events.
• Assist in preparing event materials and ensuring all details are organized and ready in advance.
• Provide on-site support during events to ensure a smooth, welcoming, and well-coordinated experience for prospective families.
• Partner with team members and school colleagues to ensure alignment and strong execution across all admissions events.

• Maintain and update admissions processes, policies, forms, and internal documentation to support clear and consistent operations.
• Ensure accurate data entry and organization within admissions systems and records.
• Collaborate with Marketing and Communications to help keep admissions information accurate and up to date across platforms, including the website, newsletters, and print materials.
• Identify and communicate any gaps or inefficiencies in workflows and processes.
• Support improvements to systems and procedures to help the office operate more efficiently and effectively.

• Process purchase orders and track expenses for the Admissions and Enrollment Management Office, ensuring accuracy and timely submission.
• Maintain organized and up-to-date records of departmental expenditures and budgets.
• Partner closely with the Business Office to support financial processes.
• Assist in monitoring budgets and reconciling expenses as needed.
• Ensure compliance with school policies and procedures related to financial operations and documentation.

• Maintain organization of the front office, office supplies, materials, and operational needs.
• Collaborate with administrative assistants and colleagues across campus to support school-wide coordination.
• Perform other duties as assigned in support of the Admissions and Enrollment Management Office.
• Performs other duties as assigned by the Director of Enrollment Management.

Regular and predictable attendance at work is required.

• Exceptional customer service skills with the ability to create a welcoming, positive, and professional experience for all families and visitors.
• Strong interpersonal, written, and verbal communication skills.
• Ability to communicate clearly, responsively, and with attention to detail.
• Highly organized with strong prioritization and time management skills.
• Exceptional attention to detail with the ability to follow through on tasks accurately and efficiently.
• Ability to manage multiple responsibilities and competing priorities in a fast-paced, high-volume environment while meeting deadlines.
• Self-directed and proactive, with the ability to work both independently and as part of a collaborative team.
• Strong team-oriented mindset with a willingness to support colleagues and contribute to shared goals.
• Adaptable and flexible in a dynamic environment.
• Solutions-oriented thinker with strong problem-solving skills.
• Ability to identify and communicate inefficiencies in workflows and processes and support improvements.
• Proficiency with technology, including Google Workspace (Docs, Sheets, Forms).
• Experience with Blackbaud and/or Clarity/SSS (Services by Community Brands) preferred, but not required.
• Ability…