This full-time, 12-month position reports to the Director of Enrollment Management and Financial Aid.
The Admissions Associate manages all administrative duties for the Office of Enrollment Management and Financial Aid. Working collegially with the Director of Enrollment Management and Financial Aid, Admission Director, Head of School, Division Heads, Psychology Department, the administrative staff, faculty, students, and parents, this individual should possess excellent administrative skills, as well as the ability to prioritize and work autonomously and communicate effectively. The successful applicant will have a strong track record of administrative work, preferably in an independent school environment, be able to provide a warm welcome to students and community members and possess excellent customer service skills. The post holder will be expected to undertake duties efficiently in accordance with AIM Academy’s policies and procedures. This position is responsible for student and other records and requires the utmost discretion and strict confidentiality of all records, conversations, and communications regarding students, families, employees, and friends of the School.
Answering emails and phone calls from students, parents, and prospective families and/or forwarding to the appropriate person.
Greeting visitors to the school, offering coffee and refreshments.
Organizing Admissions waiting area.
Connecting visitors with appropriate host/department at the school.
Organizing and uploading files for Admissions.
Tracking what is missing from files, communicating and following up with families.
Setting up coffees and luncheons for Open Houses and school-wide events as needed.
Checking in families at Open Houses and Admission-sponsored events and tracking attendance.
Communicating with prospective families about Open Houses and visits.
Creating nametags and Admission folders for prospective families.
Scheduling Admission Committee Meetings.
Reserving rooms for Admission-related events.
Meeting weekly with Office of Enrollment Management and fulfilling duties as needed.
Communicating with faculty and staff about Admissions visitors to the school.
Gathering and sending School Records requested by current families applying to other schools.
Keeping track of current students requesting school records to be sent to other schools.
Scheduling Free Reading Screenings and coordinating with psychology department.
Tracking inventory in General Administrative Office and order specific items as needed.
Keeping budget of all items ordered for Admissions and General Administrative Office.
Providing front desk coverage as needed.
Sorting mail and entering mail log as needed.
Bachelor’s degree required.
Experience working in the Admission Department of an independent school preferred.
Exceptional administrative, organizational, and management skills.
Strong communication skills and a friendly, welcoming demeanor.
Ability to work in a diverse and lively independent school setting and to work collaboratively and collegially with students, faculty and staff, and parents.
Willingness to work flexible hours as needed, including weekends and evenings.
Adept with technology and database management systems.
Other duties as assigned
Walking distances across a school campus with multiple buildings, moving equipment, tables, etc., and the ability to manipulate a keyboard for computer operation are required. The successful candidate must possess a valid driver’s license. This position requires activities to be performed both inside and outside of a climate-controlled office environment and under various environmental conditions across four seasons.
This position announcement is intended to describe the general nature and level of work being performed by employees assigned to this job title and the education and skills required. This is not intended to be a complete list of all responsibilities, duties, and skills that are required or may be required in the future. AIM Academy is an at-will employer.
Background Screening: AIM Academy conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third-party administrator to conduct background checks. Background checks will be performed in compliance with the Fair Credit Reporting Act.
About AIM Academy
AIM Academy is an independent co-educational college prep school serving bright students with language-based learning differences in grades 1-12. AIM was founded in 2006 and moved to its current location in Whitemarsh, Pennsylvania in 2012.