The Admission and Enrollment Office Manager acts as the assistant to the Director of Enrollment Management in coordinating the daily operations of the department related to all admission and enrollment processes and office operations. With a focus on internal and external communication, this person will assist with Admission Committee planning and preparation, which includes providing support to the divisional admission directors. The Admission and Enrollment Office Manager will also assist the Director with research, data, reports and special projects, and supervise the day-to-day operations of the Admission and Enrollment Office, and administrative staff, for optimal achievement of admission and enrollment goals. This role also coordinates the Parent Ambassador Program.
Manage office calendar and schedule, including interface and coordination of Admissions Office with all other GFS offices, departments, and K-12 divisions
Onboard (orient and train) new administrative assistant (front office) employees with Director of Enrollment
Oversee Admissions’ use of current database (Veracross) and serve as liaison and point-person to ensure data accuracy and report creation
Manage and execute functions associated with admissions database (Veracross) operations, including troubleshooting any malfunctions to restore services.
Produce queries, reports, mailing and guest lists and labels for events
Create and run reports to support data-driven decision making and strategic initiatives for the Admissions Office
Ensure integrity of database through regular review, verification, and data cleanup, to assure accuracy and efficiency
Troubleshoot and report malfunctions of database system for the purpose of resolving operational issues and restoring services.
Provide support for Inquiry and Application Coordinator and other front office staff
Front office reception (second or third point of contact, depending upon other front office staff presence)
Communicate with prospective families (paper, phone, in-person, email correspondence)
Assist in managing all marketing materials for admissions office, including annual updates
Assist in managing all office supplies, Office of Admission memberships, admissions industry relationships
Process applications and inquiries as needed
Schedule all K tours, assessments, parent interviews, and Saturday plays
Provide correspondence, assistance, and support for all K Admissions programs and K Admissions Director
Assist in preparation of Annual Enrollment Report with Director of Enrollment
Create weekly enrollment and application reports
Provide admissions and student enrollment information to other departments within the school community as needed, including and longitudinal and historic reporting
Ensure the entirety of admissions cycle of activities and tasks are completed in timely and professional manner
Assist and support Director of Enrollment as needed
Assist in preparing for and managing Admission events throughout the school year, including Open Houses, informational coffees, Kindergarten and EC Playdays, yield and welcome events
Direct the GFS Admissions Parent Ambassador Program
Assist in creating, overseeing, and safeguarding Admissions Office “best practices” (aligned with industry and professional organization recommendations) and institutional knowledge for process clarity
Organize (with the Directors, Admissions Associate, and Director of Special Events), the Accept receptions (three of these each February)
Organize (with the Directors, Admissions Associate, and Director of Special Events) the newly enrolled on-boarding events in May
Letter of interest, resume, and list of three references with contact information should be emailed.
Germantown Friends School is an equal opportunity employer committed to diversity in its student body, faculty and staff. The school does not discriminate on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status or any other legally protected class status. People demonstrating a commitment to diversity and multiculturalism in education are encouraged to apply. For more information about the school, please visit our website at www.germantownfriends.org.
About Germantown Friends School
Germantown Friends School is a Quaker, independent, co-educational day school serving students in grades EC-12. Located in an historic neighborhood in northwest Philadelphia, the school takes its identity from a constellation of four distinct elements: a vibrant intellectual community, an historic urban setting, a diverse school community and a grounding in Quaker principles.