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This position is responsible for managing the student/parent information collected and used for the purposes of the Admissions Office, as well as administrative duties that support the Admissions Team.
Duties and Responsibilities
The Admissions Information Coordinator is responsible for the key responsibilities outlined below. The Director of Admissions and Financial Aid may assign additional duties in support of School objectives.
Admissions Portal
Responsible for managing the inquiry and applicant data/records.
Act as the primary point of contact for the management and implementation of the Internet based admissions software, which automates many aspects of the admissions process.
Work directly with the vendor to establish an admissions portal to handle online inquiries, online applications, inquiry management and tracking, application management and tracking, application completion checklists, online admissions scheduling, online recommendations, application review workflow, and admissions process reporting.
Work with vendors, the WIS Business Office, and the WIS Registrar to ensure the successful transfer of data.
Continue to manage the existing online inquiry process and online application process.
Work to ensure the integrity of the WIS admissions database.
Generate statistical reports as needed.
Enrollment Portal
Responsible for managing the online enrollment process, including the re-enrollment of current students and the enrollment of new students (full pay and financial aid).
Act as the primary point of contact for the management and implementation of the Internet based enrollment module, which automates online enrolment forms, enrollment management and tracking, enrollment completion checklists, enrollment review workflow, and enrollment process reporting.
Generate statistical reports as needed.
Supervise any part-time employees who will be hired to assist you during the peak of the admissions/enrollment season (January - March).
Prospective Family Engagement & Admissions Support
Serve as a responsive and professional point of contact for prospective families, answering questions via phone, email, and in-person interactions.
Provide clear, accurate, and welcoming information about the school’s programs, culture, and admissions process.
Build and maintain positive relationships with prospective families, ensuring a supportive and informative experience throughout their engagement with the school.
Support public-facing members of the Admissions Team by assisting, as needed, with event support.
Exercise sound judgment in directing inquiries to appropriate team members when more specialized engagement is required.
Develop and maintain a strong understanding of the school’s academic programs, faculty, community, and culture in order to effectively represent the school in all interactions.
Contribute to a collaborative team environment by sharing insights from interactions with prospective families and helping to ensure consistent, high-quality communication.
Administrative Duties
Prepare inquiry information packets.
Prepare tour information packets.
Prepare materials needed for school fairs and open houses.
Coordinate all general mailings and group electronic communications.
Order and maintain all admission publications.
Work with the admissions team to prepare for admissions sponsored events.
Attend admissions sponsored events, as needed.
Attend admissions tours, as needed.
Maintain & order office supplies.
Perform additional tasks and projects as requested.
Execute work online when directed and needed to include deliverables: meeting and collaborating online with team members and supervisor(s), fulfilling duties and responsibilities via approved online platforms, meeting assignment goals in a timely fashion, and maintaining a positive online presence in representing the School.
Perform other duties as assigned.
Required: Bachelor’s Degree
Required: Prior experience with web-based data admission systems such as Finalsite, SchoolAdmin, Ravenna, Blackbaud, OpenApply, or Veracross
Three years of admission/administrative experience preferred
Proficient with standard office and digital tools, as well as an ability and willingness to adapt to new technologies
Highly detail-oriented, with strong organizational skills
Ability to work well independently and as a member of a team
Enthusiasm for the WIS mission
Confident communicator; French or Spanish as an additional language is preferred, but not required
Excellent oral and written skills
Demonstrates good listening skills
Highly professional manner that conveys integrity, patience, and warmth
Strong interpersonal skills that lead to the cultivation of relationships with prospective and current parents, faculty, and staff
An ability to effectively manage sensitive situations
Contributes to working in a collaborative, team-oriented environment
Highly organized with an ability to multitask and prioritize
WIS prides itself on being a welcoming community of individuals whose diverse cultures are united in a shared vision:
Our mission is to be an exemplary learning community — enriched by differences, informed through inquiry, global in reach.
We offer our 900 students in Preschool through Grade 12 an education grounded in inquiry and complemented by the beliefs that international-mindedness is an essential mindset and that the ability to communicate in more than one language offers a considerable advantage.
We welcome students of all backgrounds; many students who enter our Primary School have no experience in speaking the school languages of French or Spanish, but learn quickly in our immersion classrooms.