Admission & Enrollment Assistant and Visit Coordinator

Position Summary

The Admission & Enrollment Assistant and Visit Coordinator is the front line of Episcopal School of Jacksonville's admission and enrollment experience — the first voice and face prospective families encounter, in person, by phone, and online. This role fields and processes high volumes of admission inquiries across all three campuses using the school's database and information systems, coordinates a busy calendar of tours and personalized visit experiences, and guides families through the early steps of the application and enrollment journey.

The ideal candidate thrives in a fast-paced, detail-driven, technology-forward office and delivers first-impression excellence with every family, every time, while maintaining fluency in ESJ's culture, programs, and offerings to represent the school knowledgeably and warmly to prospective families.

Visitor & Family Experience

• Serve as the first greeter for all visitors, maintaining an excellence-in-first-impressions mindset at all times.
• Field and process admission inquiries for all three campuses via phone, in person, email, and online channels.
• Guide parents through the application and enrollment processes, confidently answering questions about next steps as well as program and culture questions.
• Support admission and enrollment events, including submitting and managing event requests, coordinating key participants, and problem-solving in real time to ensure precise execution.
• Manage the admission calendar to ensure a smooth, well-paced flow of visitors.
• Coordinate on-campus tours and class visits tailored to each family's specific interests, using database research and online resources.
• Connect prospective families with area-specific instructors, administrators, and coaches based on their interests.
• Match visiting families with an Eagle Host who shares similar interests.
• Arrange specialized experiences such as behind-the-scenes facility tours and Coffee with the Head of School.
• Support the Middle School Admission Director as needed with Eagle Ambassadors.

Database, Reporting & Technical Systems

• Utilize the admission database and complex school information systems to track inquiries, manage visit logistics, and support the family journey from first contact through enrollment.
• Generate reports from the database to drive enrollment strategy and support the Admission & Enrollment team.
• Maintain accurate, up-to-date records across all systems to ensure data integrity and consistent family communication.

Communications & Marketing Support

• Support Admission & Enrollment communication efforts in partnership with the Marketing & Communications team.
• Generate social media content, generate and proofread admission and enrollment communications.

Education & Experience

• Prior experience in a front-office, hospitality, customer service, or admission/enrollment setting preferred.
• Database or CRM experience is a plus.
• Self-starter who can take ownership of a project and run with it without micromanagement.
• Detail-oriented problem solver who is driven, self-motivated, and able to flex and respond quickly to the unexpected.
• Highly proficient with Google Drive, Microsoft Office, and online research tools.
• Comfortable learning and navigating complex database and information systems.
• Excellent verbal and written communication skills.
• Strong team player, willing to support all team members and jump in wherever needed to accomplish shared goals.
• Professional, warm, and welcoming demeanor with respect for all people, without regard to race, creed, gender, ethnicity, or sexual orientation.
• Occasional evening or weekend hours required to support admission and enrollment events.
• Regular, reliable attendance and punctuality required given the visitor-facing nature in a high-volume, fast-paced environment, particularly during peak admission season, open houses, and enrollment events.
• Employee must pass a background check, fingerprinting, , and complete the Safeguarding God’s Children class.

This job description reflects the general nature and level of work performed and is not intended to be a comprehensive list of all responsibilities, duties, and skills required. Episcopal School of Jacksonville reserves the right to modify this description at any time.