Admission Coordinator

Description:

Purpose: The Admission Coordinator is a full-time position serving as a key member of the Enrollment Management team and the initial point of contact for all prospective families across all grade levels. This role is responsible for providing exceptional customer service, responding to inquiries, and helping families navigate the admission process by problem-solving questions and concerns before escalating to Director-level staff when needed. The Admission Coordinator manages the processing of application supplements, including testing documentation, and ensures accurate and timely completion of applicant files. The position also supports admission events, office operations, and communication efforts, with opportunities for growth in areas such as social media and marketing support.

The Admission Coordinator reports directly to the Director of Enrollment Management and works closely in support of the Admission Team:

• Associate Director of Admission
• Assistant Director of Admission

Essential Functions:

Family Communication & Customer Service

• Serve as the first point of contact for all admission inquiries (phone, email, in-person).
• Provide warm, professional, and solutions-oriented customer care to prospective families.
• Troubleshoot questions and concerns proactively, escalating appropriately when needed.
• Maintain confidentiality and discretion in all interactions and communications.

Application & Supplemental Materials Processing

• Manage application supplements for all grade levels, including:
  • Testing documentation
  • Required supporting forms
  • Additional applicant materials
• Track file completion and follow up with families and sending schools as needed.
• Ensure application records are accurate, consistent, and up to date in the admission database.

Database & Administrative Management

• Process inquiries, applications, and student records using the school’s admission management system (Veracross).
• Maintain and prepare detailed and organized admission data with exceptional attention to accuracy.
• Support reporting, research, and data entry as needed for enrollment goals.

Event Planning & Coordination

• Assist in planning and executing admission-related events, such as:
  • Open Houses
  • Testing days
  • Campus tours
  • Family information sessions
• Coordinate logistics, including calendars, confirmations, name tags, and event materials.
• Work with campus partners (security, facilities, technology, faculty, staff) to ensure smooth event experiences.

Marketing & Growth Opportunities

• Support admission communication efforts, with opportunities to contribute to:
  • Social media initiatives
  • Canva-designed materials (slide deck presentations, video content)
  • Outreach campaigns
• Collaborate with the admission team on creative ways to engage mission-appropriate families.

This job description reflects the general responsibilities of the position, but is not exhaustive. Duties may evolve based on departmental and school needs.

Commitment to Student Safety:

The Admission Coordinator is expected to adhere to all school policies regarding student safety and abuse risk management standards, including required training and mandated reporting responsibilities.

Abuse Risk Management Standards:

• Adheres to policies related to boundaries with students.
• Attends required abuse risk management training.
• Reports suspicious and inappropriate behaviors.
• Follows mandated abuse reporting requirements.

Working Environment:

• Combination of desk work and active event support
• Occasional lifting, carrying, pushing/pulling materials for events
• Generally 50% sitting, 30% walking, and 20 % standing
• Generally hazard free environment

The Episcopal School of Dallas is a faith-centered, co-educational, college preparatory, independent day school with students age 3 – Grade 12. The policy of The Episcopal School of Dallas is to recruit, hire, train and promote employees without discrimination based on race, sex, sexual orientation, age, religion, national origin, veteran status, disability or any other status protected by law. In our recruitment practices, we strive to create a diverse school community whose members embrace the Mission and Vision Statement of the school.

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Requirements:

• Strong commitment to outstanding customer service and family engagement
• Exceptional organizational skills and attention to detail
• Ability to manage confidential information with professionalism and discretion
• Strong written and verbal communication skills
• Ability to multitask, prioritize, and exercise sound judgment in a fast-paced environment
• Positive, energetic team-player mindset and willingness to take initiative
• Experience in an independent school, education setting, or customer service-focused industry
• Bachelor’s degree preferred
• Familiarity with database systems (experience with Veracross a plus)
• Proficiency with Google Workspace (Docs, Sheets, Calendar, Gmail)
• Experience with Canva or design tools a plus