Career Center

The Agnes Irwin School, an all-girls' Pre-K through 12th-grade independent school in the Philadelphia suburbs, is committed to fostering the intellectual and personal growth of girls and young women. Providing its students with a rigorous academic education, AIS is dedicated to developing each student's highest potential in intellect, character, and physical well-being. 

Currently, The Agnes Irwin School is seeking a Admission Office Manager.  The Admission Office Manager works as part of a team in a fast paced and customer service focused Admission Office. The Admission Office Manager is the initial point of contact for prospective Middle and Upper School families, and plays an essential role in welcoming new families to the school community. The Admission Office Manager maintains applicant files, updating records in the database and interfaces with other school constituencies such as student tour guides, parent ambassadors, Middle and Upper School faculty and departments which provide services to the Admission Team or those that need information from the Admission Office.

The Admission Office Manager also provides administrative support to the Director of Enrollment Management to include: 

• Handling incoming telephone calls and messages.
• Support with creating reports and providing data, as needed.
• Handling sensitive information with integrity.
• Scheduling events/meetings as required.

ESSENTIAL OFFICE FUNCTIONS

• Communicating positively with the families of prospective Middle and Upper School candidates on the phone, by email and in person, as applicable, scheduling parent and student visits and answering questions as required and guiding families through the admission process.
• Answering all queries in a timely manner to maintain a positive relationship with the families of prospective and current students, including providing information about the application for admission and application for tuition assistance consideration processes, as needed.
• Organizing host assignments and communicating with all relevant parties concerning applicant visitors; setting up student and parent interviews, requesting Tour Guides, as needed, and maintaining correct information about student and parent visits on the department calendar.
• Processing incoming Middle and Upper School applications in the database and recording detailed data in the appropriate data systems.
• Collating and dispensing admission records for decision committee meetings, scanning each file and sharing with appropriate parties. 
• Building event registration items in the database and tracking and confirming reservations and attendance for meetings and events.
• Managing correspondence, including word-processing documents, assembling and collating packets of materials, mail merging letters and emails, mailing and distributing outgoing correspondence, as directed.
• Assisting with preparation for Open Houses, Touring Tuesdays, new parent events and other admission events throughout the year. This includes submitting calendar and event requests using the schoolwide system, SchoolDude, creating name badges, ordering food and beverages, communicating parking requirements and organizing other appropriate materials.
• Attending occasional evening and/or weekend events and fairs to promote school enrollment.
• Working with the Business Office in the enrollment of new families and helping in the reenrollment process. 

ADMISSION  OFFICE MANAGER FUNCTIONS

• Specific tasks as requested by the Director of Enrollment Management, including but not restricted to monitoring calendar events, scheduling appointments, and assisting with preparation for office related activities, as needed.
• Reviewing and editing Office of Admission materials and letters, as needed.
• Organizing and Administering ISEE and SSAT Testing for Middle and Upper School applicants.
• Organizing and Administering Placement Testing for incoming Middle and Upper Schoolers.
• Preparing and distributing incoming and outgoing mail.
• Monitoring general office supplies and order items as needed for LS, MS and US Admission functions.
• Ensuring the timely processing of invoices - monitoring to make sure charges are accurate.
• Reconciling the Office of Admission credit card on a monthly basis.
• Preparation and delivery of enrollment data for HoS and DoER as requested.
• Preparation of presentation materials for HoS, All School, and Board meetings.
• Identifying and planning to accomplish administrative goals as detailed above.
• Tuition Assistance: Assisting in preparing the tuition assistance data collection process.

QUALIFICATIONS

• High School diploma or GED required. Associates or Bachelors degree preferred

Statistics/Business/ Communications/English

• 2-5 years of prior secretarial, administrative, customer service or sales experience required in a busy and competitive environment. Previous experience in admission or independent schools a plus
• Excellent organizational, interpersonal and communication skills
• Excellent written and verbal skills
• Demonstrated ability to work as a member of a team and respond with flexibility to changing situations and demands
• Proficiency using Microsoft Office - in particular; Excel, Word, Publisher; Google applications, (Calendar and Docs )- and database software -PCR and On Board (+knowledge of BlackBaud) Knowledge of SSS by NAIS. Required training and experience in these areas.
• Comfort level with technology and data analytics.

PHYSICAL DEMANDS AND WORKPLACE ENVIRONMENT

• Adequate physical mobility, dexterity, strength, and endurance to actively function in an office environment
• Ability to lift and carry objects weighing up to 30 lbs.
• Ability to sit for extended periods of time in front of a computer monitor
• Ability to regularly perform the repetitive movement of fingers and hands for keyboarding
• Ability to express or exchange ideas by means of the spoken and/ or written word
• Daily exposure to moderate noise level and interruption.

The physical requirements and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

SKILLS REQUIRED

• Interpersonal skills - good written and verbal communication with prospective families, school personnel and other schools and organizations, promoting and representing the school in a positive and professional way
• Telephone skills - ability to assimilate the needs of callers and answer their questions in a way that promotes applications to our school
• Ability to multi-task and reprioritize quickly while dealing with queries and questions in a calm and professional manner
• Good attention to detail and follow-up
• Knowledge of SSS by NAIS, Microsoft Office Suite, etc. as detailed above.
• Copywriting/marketing experience - production of marketing materials/ brochures
• Knowledge of event planning
• Time management - calendars, ability to assess correctly the amount of time needed to complete projects.