Admissions and Financial Aid Operations Coordinator

Job Description

Job Description

FTE: 1.0 FTE 
Appointment Year:  Extended Year
Exempt/Non-Exempt:  Non-Exempt

Job Summary

The Admissions Operations Coordinator will join an eight-person team that holds itself to the highest standards in its assessment practices, outreach initiatives, financial aid stewardship, and customer service. This essential role coordinates the operations of the office, serves as the point-person for the office’s admissions processes, databases, and reports.

The ideal candidate is warm, energetic, a problem-solver, highly-detailed, a planner, and demonstrates a strong understanding of cultural awareness in every interaction with current and prospective members of the Lakeside community. They have a strong ability to successfully execute detail-rich and complex projects, prioritize multiple deadlines, and maintain a friendly and professional demeanor that allow them to develop productive and harmonious working relationships with prospective families and colleagues alike. They enjoy project management and will provide outstanding customer service to families navigating the admission process.

Lakeside: Fast Facts

Responsibilities

Admissions Processes

• Developing a calendar to ensure all acceptance packets are mailed according to regional approved dates;
• Updating all admissions decisions and decision letter templates in Aryval, and ordering any stationery and additional materials for admissions decision packets;
• Releasing all admissions decisions in Aryval;
• Supporting the Assistant Director of Community Engagement and Outreach as needed to send monthly admission and financial aid newsletters;
• Monitoring office communication with prospective and applying families and delegating messages as appropriate;
• Managing and executing the end-of-season admissions experience surveys;
• Updating Aryval platform prior to each admission season, maintaining accuracy and providing updates when necessary throughout the year;
• Updating admissions portion of Lakeside website for each admission season, maintaining accuracy and providing updates when necessary throughout the year

Database Operations and Reporting

• Managing the on-time application process to ensure applying families meet deadlines for consideration;
• Managing the late application process to ensure families meet deadlines for late consideration;
• Monitoring the status of the prospective students in Clarity and establishing a communications plan to encourage families to submit required material on time;
• Reviewing materials submitted on behalf of the students daily for accuracy, including report cards, teacher evaluations, administrator forms, and personal reference forms and uploading materials to students’ files or requesting the correct forms from families;
• Running reports from Aryval and Veracross and assisting with data collection projects as requested

Enrollment Processes

• Preparing enrollment contracts for newly-admitted families; 
• Liaising with the Business Office for enrollment processes and with the Development Office for reporting and records reconciliation;
• Working with Directors of Middle and Upper School Admission & Financial aid to reconcile and update newly admitted family records in Veracross, and to prepare and sending enrollment contracts and communications to newly-admitted families;
• Updating and maintaining the New Families webpages in coordination with the Assistant Director of Communications 

Event Planning and Support

• Supporting the logistics, coordination, and execution of admission and financial aid events.

Office Operations

• Submitting proposed admissions and financial aid events calendar to the All School Master Calendar and Executive Assistant to the Head of School ahead of the spring calendar summit meeting;
• Placing all approved admissions and financial aid events on the office calendar;
• Sending admission and financial aid event calendar invites to all necessary administrators, directors, and related support staff;