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Enrollment and Admissions Coordinator

Potomac Crescent Waldorf School

Alexandria, VA, USA

Full time


Dec 14

This job is no longer accepting applications.

Enrollment and Admissions Coordinator

Position Type: Exempt
Hours: Full-time (35 hours/week during school year, 20 hours/week during summer break)
The Enrollment and Admissions Coordinator reports to the Director of Administration, Marketing & Communications in the fulfillment of the responsibilities outlined in this job description. Performance reviews will be held after 90 days (for new hires) and thereafter, Annually (end of year).

Responsibilities include:

- Serve as the point of contact for all prospective family inquiries
- Maintain log of prospective family inquiries
- Maintain and monitor admissions tracking system to ensure applicants are followed up in a timely manner
- Facilitate observation mornings/tours and open houses, including virtual events
- Promote PCWS at school fairs, including virtual events
- Coordinate teacher and applicant contacts
- Track the pipeline of students from Early Childhood to Grades to maintain knowledge of likely size
of all classes and to guide decision making about redirection of resources as necessary to grow class sizes
- Track enrollment and retention rates
- Attend faculty meetings
- Alert Director of Administration, Marketing and Communications of necessary admissions-related changes for PCWS website, new forms, etc.

- Send enrollment agreements to admitted families during annual admissions cycle
- Send enrollment agreements and addendums as needed outside of admissions cycle
- Track returned enrollment agreements and registration fees
- Follow up with families with incomplete enrollment documents
- File executed enrollment agreements
- Set up Facts payment plans for enrolled students and ensure these are not delinquent
- Update Facts as necessary, reflecting changes in enrollment
- Process withdrawal requests with board’s approval; collaborate with the Director of Administration, Marketing and Communications to liaise with families re; withdrawal request-related communications
- Provide board with updates regarding enrollment

- Record daily attendance for all programs
- Communicate with teachers about student attendance as necessary
- Update changes in student information in a timely way
- Handle student registration, including filing
- Correspond with parents to complete student files in a timely manner
- Orient new families and/or refresh returning families on parent handbook through summer communications and the September in-person orientation
- Create and update official external school roster
- Provide internal class rosters and mailing label templates
- Provide contact information to class rep and PA chair(s)
- Ensure that teachers have all relevant student forms
- Create report templates for teachers to use
- Handle transcript requests
- Copy and send end-of-year reports to families by July 1
- File end-of-year reports electronically, print and send as requested/necessary
- Create new forms as they become necessary
- Update school calendar in collaboration with Faculty and Director of Administration, Marketing and Communications, with necessary dates related to enrollment

School Transition Support
- Provide support to families as they complete the application process
- Hold exit interviews for departing families and distribute notes to Core Group (Board Chair, Director of Administration, Marketing and Communications, Faculty Chair)

Policies & Procedures
- Support review and revisions to the parent handbook annually/as necessary, in collaboration with the Director of Administration, Marketing and Communications
- Brief parents/families on important contents of parent handbook at community meetings and through ongoing engagement with current and prospective families
- Support creation and/or revision of Standard Operating Procedures related to enrollment, admissions, the school registrar, etc., including Absences/Tardiness, Late Drop-Off/Pick-Ups, etc., in collaboration with the Director of Administration, Marketing and Communications
- In collaboration with the Director of Operations, co-manage all DOE inspections related to student files and classroom activities; providing required and requested information during inspections (i.e. access to student files, monthly menus, etc.)
- Serve as drop-off/pick-up focal point, liaising with parents and staff as needed and in collaboration with the Directors of Administration, Marketing and Communications and the Director of Operations

AWSNA & WECAN (supporting Faculty Chair)
- Serve as PCWS Administrative representative for WECAN
- Serve as PCWS Administrative representative for AWSNA
- Support PCWS Faculty Chair to ensure timely progress throughout accreditation processes
- In collaboration with the Director of Finance, contribute and complete necessary sections of annual reports related to enrollment and retention (ex: DASL)

Reception and Office Management (shared responsibility with entire administration)
- Answer phones
- Monitor school entry points via electronic door access system as applicable
- Answer routine customer questions
- Call parents with routine questions
- Maintain training in First Aid and Medication Administration covering all current students needs
- Administer first aid and medications to students
- Serve as first point of contact to refer questions from families to the Covid-19 Committee
- Facilitate transitions as necessary for all programs, including moving and storage of strollers, opening doors and escorting students to classrooms, gathering and distributing forgotten items or lunches from room to room, meeting and escorting students upon entry when arriving late
- Provide support to all programs as necessary, including coverage for teachers’ absences, restroom breaks, escorting of students to and from parks

Faculty Meetings
- Attend faculty meetings

Committee Work
- First Grade Readiness Committee
- Accreditation Committee (supportive role)
- Parent Association liaison

Relocation Management
- Communicate Core Group approved details regarding a new location with current and inquiring families; including answering general questions via phone, email or in person, during community meetings, and during tours/open houses
- Collaborate with all necessary parties to incorporate drawings, pictures and supporting documents for new location(s) into both in-person and virtual open houses and tours

Social Media
- Support Parent Association postings on social media

Community Meetings
- Facilitate and monitor PCWS virtual community meetings and speaker events

To apply:
We look forward to receiving your application! The Employment Application can be found on our school website, www.potomacwaldorf.org. Interested candidates should email a letter of interest and a completed Employment Application to our Personnel Committee at personnel@potomacwaldorf.org.

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