Admission Associate
Summary
Handles K-12 school admissions by managing applications, communicating with prospective families, and supporting office operations using a school database like Veracross.
Job Title: Admission Associate
Division/Department: Office of Admission and Financial Aid
Reports To: Director of Enrollment Management
Location: Palos Verdes, CA
Level/Grade: K-12
Type of position/FLSA: Hourly/Non-Exempt
POSITION SUMMARY
Chadwick School seeks a relational, strategic, and mission-driven leader to serve as The Admission Associate plays an essential role as a member of Chadwick’s admission team, serving as a primary point of contact for prospective parents, students, and the community at large. This position is a combination of data management, guiding prospective families throughout the admission process (primarily application management and general questions), and general office support. Operating in a collaborative, energetic, and close team atmosphere, the Admission Associate ensures warmth, integrity, and excellent communication in every interaction. The role demands a personal and relational approach with families, strong organizational capabilities, fluency with technology, and absolute confidentiality, ensuring that all steps in the application process are accurate, complete, and highly supportive.
Responsibilities include, but are not limited to:
FAMILY ENGAGEMENT & COMMUNICATION
- Serve as a visible, welcoming, and trusted presence for prospective families in person, over the phone, and via email.
- Serve as the first point of contact for families making their way through the admission process, answering questions about the admission process and connecting families to relevant staff, when appropriate.
- Regularly engage with prospective families, providing timely, thorough, and persuasive communication about the people, programs, and opportunities at Chadwick.
- Collaborate with colleagues in the admission office and other school departments to enhance the overall admission experience and contribute to the school's strategic goals.
- Maintain accurate records and data related to prospective and admitted students, ensuring timely and efficient communication
ADMISSION OPERATIONS AND DATABASE MANAGEMENT
- Serve as the admission coordinator, helping families complete the admission process and managing all application files, materials, and records.
- Maintain the admission office database (Veracross) and partner with the database administrator to prepare reports as needed, working extensively with considerable amounts of data daily.
- Maintain accurate records and data related to prospective and admitted students, ensuring timely and efficient communication.
- Maintain the calendar for all members of the admission team and work with other constituencies on campus and off to aid in the scheduling of meetings and events.
OFFICE ADMINISTRATION AND EVENT SUPPORT
- Oversee daily office functions, including answering admission phone calls, scheduling appointments, ordering supplies, preparing mailings, assisting with events and functions, and maintaining shared/common office spaces.
- Coordinate comprehensive event logistics, including submitting set-up requests, arranging food services, and managing the registration table—to ensure all admission events run smoothly and the rest of the team is fully supported.
- Serve as an onsite administrator for admission-related entrance exams (occasional weekend evaluations required).
- Send regular email communications, including event confirmations and reminders, as well as manually distributing emails related to marketing campaigns.
ASSOCIATED RESPONSIBILITIES
- Be on campus from approximately 7:45 am until 3:45 pm on days when school is in session; have flexibility to work evenings and weekends for events and admissions-related activities
- Model the Chadwick Core Values and foster joyful, inclusive learning and collaborative environments.
- Attend all faculty and staff meetings and professional development days.
- Represent Chadwick at appropriate professional meetings (e.g.: LAIS, EMA, AISAP, NAIS, etc)
- Read and follow employment policies outlined in the Employee Handbook.
- Read and follow academic policies outlined in the relevant division Handbook.
- Perform other duties as required by the Director of Enrollment Management or assigned.