Job Summary

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