Admissions and Enrollment Manager
REPORTS TO
Director of Admissions, Marketing and Communications
FLSA STATUS
Exempt
JOB STATUS
Regular, Full Time (12 Month)
MISSION STATEMENT
St. Mary's Academy, sponsored by the Sisters of the Holy Names of Jesus and Mary since 1859, is a Catholic high school for young women, providing a challenging college-preparatory education in a vibrant learning environment. Guided by the values and charism of the Sisters, St. Mary's fosters a diverse community and educates the whole person by nurturing spirituality, encouraging creativity, promoting justice, and inspiring a sense of global interdependence to prepare students for service and leadership.
SUMMARY
Serve as the first impression of St. Mary's Academy, building authentic connections with prospective families, current families, and feeder school communities with a focus on meaningful relationship-building throughout the enrollment journey. Coordinate and lead family tours for 8th grade and transfer applicants, execute a robust calendar of admissions events, and coordinate the full admissions and re-enrollment cycle with meticulous attention to detail. Support financial aid and scholarship processes and maintain accurate, organized records across all admissions systems and databases.
KEY RESPONSIBILITIES
Admissions Cycle
- Manage Applications: Process and manage all incoming applications with attention to detail and timely follow-up, including coordination of test scores, recommendation letters, and school records
- Database Management: Maintain accurate and current database records across all inquiry, application, and enrollment stage throughout the year for current and prospective families, including Summer Programs and other lead generators.
- Oversee Enrollment: Manage the enrollment portal, acceptance packets, new student onboarding in PowerSchool and related systems, transfer student processes, and international student enrollment in compliance with ICE regulations.
- Support Forecasting & Reporting: Assist the Director with enrollment forecasting and schedule creation; attend peer school consortium meetings with Director.
- Serve on Key Committees: Participate as a member of the Admissions Committee and Financial Aid Committee to review applications and make decisions on admissions, scholarships and financial aid grants.
- Manage Communications: Coordinate ad hoc admissions touchpoints including mailings and personalized outreach; schedule and write scripts for grade school graduation ceremonies.
- Admissions Branding: Support Director with scheduled ongoing admissions communications with prospective and current families; sourcing and managing admissions giveaways and branded materials.
Admissions Events
- Plan & Execute: Take ownership of the full lifecycle of a robust calendar of admissions events including Blues on Tour, HSPT, Family Meetings, Girls Night Out, CYO, Welcome Night and Summer Social from concept through execution, including theme, activities, and giveaways within allocated budgets.
- Design & Promote: Create event-specific marketing and print materials and collaborate with the MarCom team on advertising and distribution.
- Coordinate & Supervise: Oversee and train the Ambassador committee assigned to each event; coordinate with internal departments, Catholic grade schools, and other external partners as needed.
Re-Enrollment Coordination
- Manage Database & Forms: Oversee re-enrollment database operations including term creation, annual rollover, and ongoing updates; refresh enrollment forms and contracts each cycle.
- Execute Communications: Lead re-enrollment outreach including the initial enrollment email, reminder sequences, checklist management, and follow-up; coordinate financial aid reallocation for returning students in support of the Director.
Financial Aid & Scholarship Support
- Manage Applications & Communications: Process financial aid applications and maintain clear, timely communication with prospective and current families as well as the Finance, Development and President’s offices throughout the financial aid process.
- Assign & Review: Support the Finance Department to coordinate scholarship assignment and reallocation. This role will conduct 9th grade financial aid review, assist with returning student financial aid review and communicate award details to recipients.
Director Support & Feeder School Relations
- Partner on Key Initiatives: Serve as a primary operational partner to the Director across major admissions activities and events, including Open House preparation encompassing Ambassador training, vendor coordination, volunteer management, gifts, and campus visit and HSPT sign-ups.
- Build Community Relationships: Cultivate and maintain relationships with feeder schools through strategic communications and hosted events in collaboration with the Director.
- Other Duties as Assigned: Support other initiatives as needed, as requested by the Director or President.
SKILLS & QUALIFICATIONS
- Strategic and compassionate written and verbal communication skills, including the ability to manage high-volume, scheduled, and ad hoc family correspondence with warmth and professionalism.
- Analysis and interpretation of data including registration and event information (HSPT, Ambassadors, Events, etc.), application trends, financial aid distribution, and applicant documents.
- Proficiency with enrollment portals, database management, and records administration.
- Management and evaluation of admissions events and strategic development of new programs and engagement touchpoints.
- Design sensibility and experience creating print and digital marketing materials including brochures, information sheets, event materials, and recruitment publications.
- Creative and collaborative problem solving across a complex, deadline-driven annual calendar.
- Meticulous organization with an ability to manage multiple concurrent projects and meet firm deadlines.
- Natural desire to build relationships and authentically connect with prospective families, current students and parents, faculty, staff, and feeder school communities.
- Adept at working with a variety of stakeholders including faculty, staff, administration, and Catholic grade school partners.
- Strong computer skills and proficiency in Excel; experience with Student Information Systems (e.g., PowerSchool) and enrollment management platforms is strongly preferred.
- Ability to work outside of standard business hours for events before/after school and on weekends.
- Occasional physical activity, including the ability to safely lift and move items weighing up to 30 lbs.
SALARY AND BENEFITS
Salary commensurate with qualifications and experience. This is a full-time, salaried, exempt, 12-month position.
St. Mary's Academy is proud to offer comprehensive benefits to our eligible employees:
- Medical, dental and vision coverage at no cost to employee only
- Flexible Spending Account
- Employer paid Short-Term & Long-Term Disability
- Vacation and sick leave
- Holiday pay
- Retirement 403(b) plan
- Paid jury duty
- Paid bereavement leave
- Life insurance
- Tuition remission for your daughter to attend St. Mary's Academy
- Employee Assistance Program
Pay: $68,000.00 - $78,000.00 per year
Benefits:
- 403(b)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
