Admissions Assistant (Part Time)

This is a part-time position for approximately 20 hours per week
Summary of the Position: The Admissions Assistant will support the organization by managing the administrative aspects of admissions-related activities including database management, scheduling, and special events. The Admissions Assistant is expected to provide outstanding customer service to prospective and current school families, trustees, alumni and other school community members, in-person, on the telephone and via electronic communication. He or she is expected to also have the basic information necessary to answer frequently asked questions to better serve school community members with various inquiries. Occasional off-hour attendance at and assistance with Admissions events will be necessary.
Essential Duties and Responsibilities:
  • Answer admissions calls in a pleasant, professional and informed manner in order to provide admissions information and foster a positive image of the school
  • Maintain admissions database throughout the admissions process-inquiry through acceptance, and manage applicant files
  • Manage/schedule appointments including tours and student shadow days
  • Update database of school contacts, including preschools and their directors, local organization directors and other contacts, annually
  • Coordinate production and mailing of all admissions letters and communication—both in print and electronic—as directed
  • Assist with managing marketing materials and maintain inventory of admission materials, publications, and letterhead as well as prepare admissions information packets
  • Create event guest lists, gather and prepare registration materials, staff registration table, assist with reserving, setting up and cleaning up event space, create name tags, obtain and coordinate refreshments and/or catering for all admissions events and open houses
  • Coordinate and support parent and student volunteers who support admission events
  • Document and maintain annual Admissions Office timeline of activities, events, communications, projects 
  • Collaborate with department staff to create reports from admission database as directed, including status reports of admission funnel progression, re-enrollment of returning students, and attrition 
  • Distributes follow-up communications, surveys following an Admissions-related event to gather feedback
  • Represent the Academy at open houses and other admission related events
  • Performing other duties as assigned
  • Adhere to and support the mission of The Montgomery Academy
Desired Qualities and Qualifications of Admissions Assistant:
  • Confidence in self, the school, the teachers, the programs, and independent schools
  • Demonstrates understanding that the child is at the center of the work in admissions - safety, growth and development, and character
  • A collaborative work style and the ability to interact effectively with students, parents and employees at all levels with warmth, tact and professionalism
  • Excellent verbal and written communication skills
  • Strong organizational skills and attention to detail while multitasking within the demands of a fast-paced work environment
  • Ability to handle confidential material in a discreet manner
  • Experience with database systems in a network environment and various software applications, including the Google Suite; experience with or eagerness to learn as well as a willingness to be trained in fundamentals of software and database essentials as necessary

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