Charlottesville Day School

Charlottesville Day School (CDS) is an independent preschool through eighth-grade school serving 210 students in a joyful, inclusive, and intellectually engaging learning community. CDS seeks a collaborative, detail-oriented, and mission-driven Admissions & Annual Fund Assistant to support enrollment, re-enrollment, and philanthropic engagement.

Position Overview

This full-time, hybrid position supports two critical areas of school life: admissions/enrollment and the Annual Fund. The Admissions & Annual Fund Assistant oversees application and re-enrollment processes, manages systems and communications through FACTS, coordinates student visits and admissions events, and supports the planning and execution of the school’s Annual Fund.

The role requires Monday–Friday on-campus presence during peak admissions and Annual Fund seasons, with flexibility for remote work during other periods. Occasional evening and weekend work is expected for admissions events and outreach activities.

Growth Opportunity

Charlottesville Day School is open to this position evolving in scope and title for the right candidate. Following a successful trial period, there is potential for the role to grow into a director-level position, based on experience, performance, and the needs of the school.

Key Responsibilities:

Admissions & Enrollment

• Manage the admissions and re-enrollment process for the academic year and summer camp in alignment with CDS’s mission and values
• Serve as a welcoming and responsive first point of contact for prospective and current families
• Guide families through inquiries, applications, student visits, re-enrollment, enrollment decisions, and payment plans
• Coordinate and track student visits, assessments, campus tours, Open Houses, and off-campus outreach events
• Maintain all admissions and enrollment records in the FACTS student information system, including applications, enrollment contracts, and re-enrollment data
• Prepare completed applicant files for review by the Head of School and support admissions decision-making conversations, including the thoughtful delivery of difficult decisions when necessary
• Track and analyze enrollment data related to retention, attrition, and historical trends
• Collaborate with faculty and administrators to support smooth transitions for newly enrolled and returning students

Annual Fund & Advancement Support

• Support and seasonally lead the CDS Annual Fund campaign, helping to foster a culture of philanthropy and community engagement
• Draft and distribute Annual Fund communications, including appeals, updates, and stewardship messaging
• Track and acknowledge all gifts, ensuring timely thank-you notes and accurate donor records
• Assist in donor cultivation and stewardship, including communications with parents, grandparents, alumni families, and friends of CDS
• Partner with the Head of School and Executive Director on Annual Fund strategy, messaging, and follow-through

Collaboration & School Support

• Work closely with administrators, faculty, and staff to support school-wide enrollment, retention, and advancement goals
• Approach all work with professionalism, discretion, warmth, and attention to detail
• Perform other duties as assigned by the Head of School

Qualifications & Skills

• Bachelor’s degree required
• Experience in admissions, advancement, enrollment management, development, or a related administrative role; independent school or nonprofit experience preferred
• Strong organizational skills with the ability to manage multiple projects, deadlines, and confidential information simultaneously
• Excellent written and verbal communication skills, with a warm, professional, and family-centered approach
• High level of attention to detail and follow-through
• Comfort working with databases and student information systems; experience with FACTS or similar platforms preferred
• Strong interpersonal skills and the ability to build trusting relationships with families, donors, colleagues, and community partners
• Ability to work independently while also thriving in a collaborative, team-oriented environment
• Flexibility to work occasional evenings and weekends during peak admissions and Annual Fund seasons
• Commitment to CDS’s mission and to fostering an inclusive, respectful, and supportive school community

About Charlottesville Day School

www.cvilledayschool.org/about-us/

Connections working at Charlottesville Day School