Coordinates event shopping needs and enlists parent volunteers as needed
Manages registration for open houses, shadow days, interviews, small group tours, by setting up and monitoring registration software
Acts as backup proctor for the ISEE/SSAT standardized testing exams
Coordinates day-of event set-up
Attends all admission events
Collaborates with Marketing and Communications departments regarding communication/reminders for event through e-notify, Notes From The Quad; prepares language to be approved by director of admission
Coordinates break-down/clean-up initiatives with volunteers
Prepares feedback for director of admission regarding event success/areas for improvement
Supports assistant director of admission in outreach initiatives – prepares packets, nametags, etc.
Data Management/Web Information:
Manages Senior Systems admission module data and reports
Imports inquiries and applications and polishes data
Adds younger sibling information as future inquiries
Runs weekly application statistical and graphed reports for the director
Runs other statistical reports as requested by director and associate director
Maintains demographic application reports
Assists with tracking other office data, as directed by the director of admission
Assists in editing/updating all materials for next admission season
Supports the assistant director of admission with technology aspect of reenrollment and new enrollment via database (Senior Systems) and enrollment tools (myBackpack)
Collects new student mandatory forms and creates cumulative folders
Monitors applicant activity after deadlines and alerts director as applicants become complete
Updates Trinity Prep Admission webpages with dates, notifications of registrations closures, changes, application deadlines, etc.
Collaborates with Trinity Prep tech support to evaluate software/platform needs for the Office; presents summary to director of admission for review
Tracks supply of admission marketing and mailing materials on google sheet; reorders as needed
Tracks marketing source on a google sheet when families call, walk-in, email, for review by director of admission
Makes calls as necessary to printers, post office, grocery stores, florists, etc., to determine cost and availability of items
Actively maintains high degree of proficiency in office software/platforms; schedules training as necessary, with director of admission’s approval
Supports director of admission and Assistant director of admission by preparing mailings, handouts, as requested
Requests assistance from Help Desk/initiates support calls with database (Senior Systems/FinalSite) as necessary to resolve inconsistencies/issues/questions
Covers advisory for director of admission as needed; reads announcements, takes attendance
Attends Admission Office team building initiatives
The role of the admission administrative assistant is varied and requires extensive multi-tasking abilities. Exceptional interpersonal skills are necessary, as admission personnel typically provide a first impression of the School with prospective families. The highest professionalism is expected in appearance and demeanor, and maintaining confidentiality is a priority. Effective phone skills and computer capabilities are a must. Some weekend and evening work is required throughout the year.
Extensive database experience is required to include precise data entry and mail merge capabilities. Interruptions are frequent, and the ability to shift quickly from one task to another is necessary.
At least 2 years experience as an administrative assistant in a fast-paced, small office setting required. Independent school experience preferred.
Trinity Prep is an independent college preparatory school for grades 6 through 12. Our mission is to develop students who are able to excel in college and beyond, contribute to their communities, lead in a changing society, and grow spiritually.
For more information, visit our website at www.trinityprep.org