Office and Admissions Coordinator

Job Description

Office & Admissions Coordinator

• School Year: mid Aug - May, M-F 8:00am - 3:00pm (in person)
• Summer:
  June - mid Aug, 20 hours/week; flexible schedule (remote work option)
• Special events: 3‑5 admissions/community events per year (after school/weekend)

School Director ****

$26/hour

20 days paid vacation (holidays/school breaks)+ 5 days PTO (school year)+5 days PTO (summer); 401K (4% match), 40% tuition discount, $250/yr. stipend for professional development

The Office and Admissions Coordinator serves as the heart and administrative backbone of The Discovery School. In this role you will guide prospective families through their entire enrollment journey – from their very first inquiry to their child’s first day of school or camp. Beyond welcoming families, this position oversees family billing, maintains meticulous digital and physical records, and provides vital operational and HR support to our dedicated staff.

• Dependability:
  Maintain consistent, punctual attendance and communicate schedule adjustments proactively.
• Collaboration:
  
  Build positive, respectful relationships with children, parents, colleagues, and the broader community while upholding the school’s philosophy.
• Confidentiality:
  Maintain strict confidentiality regarding sensitive staff, family, and student information.
• Emotional Intelligence:
  Approach challenges with creativity, flexibility, and a sense of humor; model direct communication and constructive conflict resolution.

• Enrollment Journey & Inquiry Management:
  Manage school and camp enrollment inquiries, waitlists, and admissions‑related communications while maintaining accurate records and providing timely support to prospective families.
• Enrollment Support for School:
  Coordinate school enrollment processes, including enrollment communications, enrollment tracking, class placement, waitlist management, student records, and enrollment documentation.
• Enrollment Support for Camp:
  Oversee camp enrollment processes, provide support to registered and prospective families, manage registration changes and cancellations, and maintain accurate enrollment records.
• Class & Roster Optimization:
  Collaborate with school and camp directors on class/group availability; actively extend enrollment offers to waitlisted families if spaces open up.

• Billing & Invoicing:
  Manage school‑year tuition and registration fee billing, oversee camp fee payments, maintain accurate billing records, and process billing adjustments as needed.
• Accounts Receivable:
  Monitor family accounts, maintain accurate payment records, and support communication regarding outstanding balances.
• Financial Processing:
  Process refunds, provide receipts, manage vendor invoices, and coordinate timely payment of approved bills and expenses.
• Purchasing:
  Source and purchase instructional and project materials; track, categorize, and record all expenses.

• Family Communication:
  Serve as the welcoming voice of our school; greet families, visitors, and community members with warmth, and respond to phone and email inquiries with a helpful, caring touch.
• Resource Management:
  Maintain an organized inventory of instructional materials, office supplies, and program resources. Coordinate purchasing, organization, and distribution of materials to support daily school operations.
• Systems Support:
  Serve as a resource for staff and families as they navigate school systems and administrative technology platforms (ex. Brightwheel).
• Staff Onboarding & Offboarding:
  Guide new staff through a smooth onboarding experience and support departing employees through the offboarding process, ensuring all employment paperwork, background checks, benefits documentation, and personnel records are completed accurately and filed appropriately.
• Timekeeping & Attendance Management:
  Help keep our team running smoothly by monitoring daily staff attendance, tracking PTO balances, and assisting staff with their timekeeping.
• Community Logistics & Reporting:
  Prepare helpful operational reports (ex. class…