Part Time Admission Assistant

DESCRIPTION

The Part Time Admission Assistant will work 20 hours a week supporting the overall function of the 7-12 admission office across the secondary campus. The primary role of the Part Time Admission Assistant revolves around scheduling, clerical support, and interaction between the director, inquiry families, applicant families, Oakwood students and faculty and staff, vendors, and personnel at other schools. The Part Time Admission Assistant needs strong organizational skills and the ability to make adults and students feel comfortable and welcome, and an appreciation of the necessity for confidentiality in the admission process. Another major function of the position revolves around technology – merging documents from the database to create nametags, check-in lists, and more.

KEY RESPONSIBILITIES

• Respond to telephone and email inquiries, providing information on the school’s philosophy, curriculum, process, and policies.
• Schedule all applicant family interviews.
• Send calendar invites and digital applications to assigned faculty/staff interviewers.
• Manage admission team calendars.
• Update admission team calendar invites to reflect interviewer.
• Prepare and mail information for school admission on an on-going basis, including weekly inquiry packets.
• Proactively engage prospective families via phone and email to drive application completion and pipeline progress.
• Provide support with inputting applicant information into the applicant tracking sheet.
• As supplementary information and documents arrive, upload to the digital records and the application file.
• Prepare and send out correspondence, including cards, letters, and invitations as necessary.
• Welcome families who are coming for their interview.
• Participate in the preparation of materials and the arrangements for printing.
• Correspond daily with interested parties via phone, e-mail, and mail.
• Process incoming mail.
• Generate nametags and check-in materials for events.
• Assist with 7-12 grade applicant interviews.
• Assemble admission materials for fairs and school visits/presentations.
• Maintain and update welcome sign each morning.
• Restock lobby area with brochures, coffee station, snacks, and maintain overall appearance of the main area.
• Order office supplies.
• Update the security staff spreadsheet to reflect all visitors coming to campus.
• Assist with registration at evening/weekend admission events.
• Other special duties and projects as assigned.

PHYSICAL DEMANDS

While performing the essential functions of this job, the incumbent must be able to do the following:

• Stand for extended periods
• Sit for extended periods
• Bend and reach for filing and other job-related functions
• Climb up and down stairs
• Bend, stoop, and lift to move and retrieve materials
• Pull, push, and lift
• Reach both above and below shoulder height.  

Specific visual abilities include the following:

• Close vision
• Color vision
• Depth perception, and
• The ability to adjust focus. 
• Must be able to visually inspect work. 
• Manual dexterity to operate computer and other office equipment required. 

The physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made.

Salary Range:$28 - $34 an hour

Qualifications

REQUIREMENTS

• Three or more years of administrative/office support experience
• Bachelor’s degree preferred but not required
• Detail oriented with excellent organizational skills
• Extensive knowledge of Google Office Suite; database experience: Blackbaud preferred
• Ability to manage multiple responsibilities simultaneously and prioritize
• Excellent oral and written communication skills
• Exceptional people skills and phone etiquette
• Ability to work independently and as part of a team
• Sensitivity, discretion, and a sense of humor
• Knowledge of or experience in admissions and/or independent schools a plus
• Position is 20 hours a week from August 2026 until May 2027
• Bilingual abilities (Spanish/English) preferred