Position Description (What you will do):

The Hockaday School seeks an energetic and dynamic individual with demonstrated professional excellence to join our outstanding team. This is a full-time, twelve-month, benefits-eligible position. Reporting directly to the Director of Enrollment Management, the Admission Coordinator provides crucial support to the Department. Under minimal supervision, the Admission Coordinator performs complex assignments and fulfills broad responsibilities with a positive attitude and a high level of detail. A strong background in customer service is essential as is experience generating reports and collecting/analyzing data. Experience with FinalSite, Blackbaud, Outlook, Excel, Word, PowerPoint, MS Windows, Canva, Sign Up Genius and Google Docs is important.

You’re excited about this opportunity because you’ll....

Information Management

• Maintain a working knowledge of administrative details and processes unique to The Hockaday School
• Interact with prospective students, parents, and other school professionals regarding specific school admissions requirements
• Support the Director and Admission Division Directors by generating reports (new and existing) based on specific applicant and inquiry data
• Update and edit the FinalSite client interface to the Admissions Department public pages (i.e., dates, deadlines, troubleshoot issues, auto-replies and rules of the admissions process which are viewed by prospective students)
• Update and manage the ordering of all deliverable materials

Event Coordination

• Coordinate the details/logistics for Admissions events (i.e., prepares and submits event requisitions, orders catering, determines A/V, technology and security support needs, determine signage needs, set up day of event, etc.)
• Attend all Admissions events to assist the Director, staff, teachers, and volunteers
• Create and update the event calendar in FinalSite to accurately reflect prospective family events
• Create and review all event registration forms and communication plans
• Prepare nametags and group lists for all prospective student events
• Enter and maintain the master list of prospective applicants from FinalSite to send event invitations
• Maintain master calendar which is used to select Student Ambassadors that participate in events and host prospective students
• Support the Admission Directors in the planning of weekend admission testing Perform other duties as assigned

Enrollment Management

• Manage all aspects of the enrollment process for all current and new students
• Assist in the preparation and updates to enrollment contracts and all email templates for returning and new students
• Assist parents with FinalSite enrollment platform
• Send reminders as needed to complete the enrollment process
• Maintain data to provide accurate reporting to division offices, data base manager, Development office and other school stakeholders
• Assist in the preparation of Board of Trustees reports, INDEX, and NAIS Survey

Student and Parent Ambassador Program

• Support the Admission Upper School Division Director with the student ambassador program (H Club)   
• Coordinate with the Admission Upper School Division Director to maintain the H Club calendar as needed to support school events, campus tours, and other visitor programs
• Manage credit database and communicate with H Club members as needed
• Conduct H Club interviews in the spring
• Act as the primary representative for visitors to campus and provide campus tours when H Club members are unavailable
• Develop and monitor tour evaluation process
• Support the Director with the parent ambassador program
• Update and manage the Sign-Up Genius and/or Group Me Platform for both programs

Administrative Support

• Assist the Director of Enrollment Management
• Answer department phones, emails, and greet in-person visitors
• Organize information and send requests, updates, and messages to appropriate personnel (such as the Director of Enrollment Management, Administrators, etc.) and follow up promptly
• Manage the ordering of office supplies, inventory of all admissions materials and organization of the storage areas
• Develop and maintain the department’s annual operations calendar of projects and events
• Provide weekly project management status updates of department projects and events to Director of Enrollment Management and Admission Division Directors
• Manage departmental budget and provide monthly projections
• Support the Division Admission Directors with testing, pre-observation visits, student visits, etc.
• Communicate with testers to determine lunch needs for various testing events; coordinate the delivery of these lunches
• Manage the materials, snacks, lunches for all admission committee meetings
• Assist in the preparation of applicant file data from FinalSite and supporting documentation (teacher recommendations, transcripts, etc.) for review by the Director of Enrollment Management, Admissions Committee, and key Administrators
• Follow-up with prospective families as necessary to obtain pertinent information
• Other duties as assigned

 We’re excited about you because you have...

• Bachelor's degree is required
• At least (3) years of experience in independent school admission work or related experience
• Strong organizational skills, project management experience and logistical skills
• Advanced understanding and ability to use computers and technology including Microsoft Windows and Office products, basic office equipment, mechanical equipment, Enterprise Resource Programs, etc. (prior experience with Enterprise Resource Systems such as Blackbaud and SchoolAdmin a plus)
• Well-developed interpersonal, written, and verbal communication skills, including the ability to communicate effectively with all constituents in a school environment, including students, co-workers, parents, alumnae, volunteers, trustees, and the public
• Adaptability, honesty, self-reliance, teamwork, dependability, flexibility, willingness to listen and learn, work ethic, determination, persistence, problem-solving skills, loyalty, and congeniality are essential
• Must have the ability to work in a school environment through satisfactory completion of all legally required and School-required background and screening checks and verifications, including criminal and sex offender background checks. Must have the ability to work in a school environment through satisfactory completion of all legally required and School-required background and screening checks and verifications, including criminal and sex offender background checks. 

Why you'll love working at Hockaday...

• You’ll join a mission-driven, joyful community that believes deeply in the limitless potential of girls.
• We are a community grounded in the Hockaday Cornerstones—Character, Courtesy, Scholarship, and Athletics—and you’ll bring these values to life in your daily work.
• We are energized by meaningful challenges, embrace a growth mindset, and seek creative solutions that positively impact our students.
• We honor our rich traditions while embracing innovation across all areas of the School.
• We value diverse perspectives and cultivate an environment where every voice is respected, and every community member feels they belong.
• We work collaboratively, support one another, and take pride in the strong professional relationships that define our community.
• We offer competitive compensation and insurance packages, including medical, dental, vision, life insurance, and long-term disability benefits.
• Lunch is provided daily during the school year.
• We value professional development and offer extensive opportunities for you to grow, including networking with colleagues, conducting research with college professors, and even traveling the world!

In this role, you will....

• Participate in all requisite School trainings prior to the start of the school, and throughout the School year. 
• Attend required staff development and training sessions throughout the year
• Attend periodic in-service meetings
• Acknowledge receipt of the current Employee Handbook and are responsible for reviewing the contents and abiding by rules, policies and procedures stated in the Handbook or otherwise by the School
• Abide by Hockaday’s Code of Ethics and Conduct
• Commit to the ideals expressed in Hockaday’s Tenets of Staff Excellence

Physical Requirements and Work Environment:

• Regularly works in standard office conditions and climate
• Regularly uses close and distance vision, including working at a computer screen for extended periods of time
• Occasionally required to move around the office; works at a desk for extended periods of time; occasionally moves around campus, etc.
• Ability to occasionally move items weighing up to 30 lbs. across the campus or office
• Works in a highly stressful environment, effectively dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts with stamina to maintain attention to detail despite interruptions
• Ability to occasionally regularly work flexible hours to support before and after-school or weekend events
• Ability to maintain appropriate boundaries with students, fellow staff and community members

About The Hockaday School:

The Hockaday School is an independent, college preparatory school for girls of strong potential and diverse backgrounds who may be expected to assume positions of responsibility and leadership in a rapidly changing world. With an enrollment of more than 1,100 students, The Hockaday School is the nation’s largest prekindergarten through grade 12 independent girls’ school. Ranked among the country’s finest college preparatory schools, it was founded over a century ago and continues today to build on its original Four Cornerstones: Character, Courtesy, Scholarship, and Athletics. 

Hockaday’s faculty are recognized as experienced leaders in their field and students in every grade benefit from outstanding faculty and access to unmatched resources.  Families who choose Hockaday care deeply about providing their daughters with a comprehensive and rigorous education, both inside and outside the classroom. Hockaday’s student body reflects the diversity that is deeply valued by the School.

Limitations and Disclaimer:

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.  This job description reflects administration’s assignment of essential functions; and nothing in this herein restricts administration’s right to assign or reassign duties and responsibilities to this job at any time. 

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. 

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position.  Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. 

Requirements are representative of minimum levels of knowledge, skills and/or abilities.  To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently.  Continued employment remains on an “at-will” basis. 

The Hockaday School is an equal opportunity employer. It is our policy not to discriminate, and to comply with all applicable state and federal laws prohibiting discrimination in employment based on race, color, sex, sexual orientation, creed, religion, national origin, ethnicity, age, disability, veteran status, or other applicable protected classification.