Admission Application and Database Coordinator

3 months ago

Boca Raton, Florida, United States Saint Andrew's School Full time

About Saint Andrew's School:

Saint Andrew's School is an independent, co-educational school for grades PK-12, Saint Andrew's is both a day school and a boarding school, educating students from across the United States and throughout the world. As a college preparatory school in the Episcopal tradition, Saint Andrew's welcomes students of all faiths, customs, cultures, and beliefs. "Honor Above All," academic excellence and education in Mind, Body, and Spirit reflect Saint Andrew's experience. We are committed to educating the "whole child" while instilling a dedication to lifelong learning.

Saint Andrew's School employees are committed to the mission to provide educational excellence in an inclusive community, fostering lifelong learning and nurturing each individual in mind, body, and spirit in the Episcopal tradition.

Position Summary:
The Admission Application and Database Coordinator plays a crucial role in the daily functioning of the Admission Office. With the support of the Admission Office Manager, the Admission Application and Database Coordinator is in charge of the systems and functions that facilitate the operation of the Admission Office.

Duties and Responsibilities:

  • Application Process/Systems:
    • Oversee inquiry and application process for all three divisions plus boarding. This includes mailing packets of information and acceptance packets, updating enrollment contracts and decision letters, and inputting information onto MySA.
    • Process application materials in Finalsite, monitor status, and organize application communications, including missing application pieces, decisions, and follow up to ensure all enrollment deadlines are met.
    • Manage Finalsite, Portal, SSAT, and MySA functions as related to applications. This includes making sure all information is updated and uploaded accordingly.
    • Maintain status of all applications and enrollment in Finalsite, Portal, and MySA.
  • Enrollment and Re-enrollment functions:
    • Oversee the re-enrollment process and serve as the main point of contact for families with application-related and contract/re-enrollment questions and troubleshooting.
    • Maintain "confirmed spreadsheet" for the Business Office. This includes financial aid, tuition remission, and merit scholarship breakdown.
    • Maintain student records and enrollment spreadsheets for various departments (Divisional Registrars, Department Chairs, Advancement, Athletics, CGO, Infirmary, Resident Life, IT).
    • Work with various departments (Athletics, CGO, Business Office, Infirmary, Communications, and Advancement) to obtain and update materials related to enrollment.
    • Work with the Directors of Enrollment and Financial Aid to coordinate financial aid decisions and tracking.
  • Admission Operations:
    • Maintain, manage, and oversee the admission database (Portal and Finalsite), including running statistical reports (daily, quarterly, and annually), queries, and entering inquiries and application data.
    • Manage family communications and promotional communication via Finalsite.
    • Record yearly enrollment data necessary for NAIS.
    • Train Admission Office team on Finalsite functions, as necessary.
    • Support the Admission team with special events such as Open House, shadow days, Revisit Day, and virtual informational sessions. This includes gathering appropriate materials, updating invitations, creating and managing online RSVPs, and sending email communications promoting events and follow ups.
  • Other duties as assigned by the supervisor.
Qualifications
  • Bachelor's degree required
  • 3+ years working in an admission office environment with admission databases, preferably in School Admin/Finalsite, and Blackbaud
  • Expertise in Google Suite, Excel, and database management.
  • Superior attention to detail and follow-through skills.
  • Excellent communication skills including patience, compassion and the ability to represent Saint Andrew's in front of professional audiences. Exceptional oral, written, telephone, and email communication skills.
  • Must be able to be discrete with confidential information, related to financial aid and student information.
  • Ability to articulate Saint Andrew's mission, vision, and programs.
  • High level of professionalism, including the ability to appropriately handle confidential and sensitive information.
  • Eagerness to work hard as both leader and team member with a positive, passionate, can-do spirit.
  • A disciplined, results-oriented self-starter with high ethical standards.
  • Ability to meet deadlines within the context of the admission process.
  • Ability to work effectively with people of diverse backgrounds and promote a positive working environment.
  • Possesses sound judgment and problem solving capabilities with a high degree of integrity, ethics, and dedication to the mission of the school.
  • Commitment to a growth mindset and continuous professional development.

Physical Demands : Must be able to sit, stand, walk, bend, lift, and for the majority of the work day. May be required to lift up to 25lbs.

Saint Andrew's School is committed to providing equal opportunity in all employment practices without regard to age, gender, race, religion, color, sexual orientation, gender identity or expression, national origin, ancestry, citizenship status, marital or familial status, pregnancy, disability or handicap, genetic information, military status, or any other protected status in accordance with the requirement of all federal, state, and local laws.

Saint Andrew's is a drug-free workplace. All employees must successfully maintain an acceptable Level II criminal background check. Saint Andrew's School may, in its discretion, modify or adjust the position to meet the school's changing needs.

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