Admissions Associate

EMPLOYEE STATUS: 100% FTE, Non-Exempt, Full-Year

REPORTS TO: Director of Admissions and Operations

WORK SCHEDULE: Monday-Friday, 8:00 AM- 5:00 PM with the ability to work occasional evening/weekend hours depending on events

START DATE: July 17, 2023

SALARY RANGE: $31.25- $36.25/hour

The Admissions Associate supports the office’s operational functions and is responsible for organizing and managing the work processes in support of the enrollment goals. The Admissions Associate is the primary person responsible for processing and maintaining the data integrity of inquiries and applicant records, tracking the details of calendaring, and major event planning.

The Admissions Associate must possess strong interpersonal and customer service skills and demonstrate cultural competence as they serve as one of the first points of contact for all prospective families. The Admissions Associate is integral to the office’s success and is a proactive member of the admissions team who continually seeks opportunities for process improvements in service to students.

Major Responsibilities

• Configures and manages the elements of the online inquiry/application platform (Ravenna) for the use of event registration, inquiry records, and application files. This includes ensuring data integrity across the system in all inquiry and applicant The Admissions Associate is (or will become) the resident Ravenna expert;
• Maintains adherence to data management policies and procedures;
• Monitors and processes inquiry and application materials;
• Prepares applicant files for readers;
• Well-versed in using Google Suite to create and maintain effective administrative workflow/processes that support the organization and effciency of the office;
• Organizes admissions office mailings and electronic correspondence; including but not limited to inquiry packets and admissions decisions; conduct extensive mail merges;
• Supports the Assistant Director in providing exceptional customer service to prospective and current Bay students and families by responding promptly to all calls and emails with warmth and a high degree of professionalism;
• Maintains the office calendar, and manages logistics for all admissions events, including event organization and setup, online registration and pre-communication, check-in on the day of events, and follow-up communication with families;
• Maintains internal database of outreach and recruitment efforts and contact information;
• Develops a deep knowledge of the mission and academic and co-curricular programs of Bay;
• Serves as a “brand ambassador” for the school; communicating the unique value proposition and distinctive qualities/characteristics of the school to prospective students and families while touring families around campus;
• Guides and supports prospective students and families throughout the admissions process and flexible tuition application, including providing consistent follow-up with families/schools regarding missing admission application items or other pertinent information;
• Develops and maintains strong relationships with team members, staff and faculty, volunteers, access organizations, and middle school officials;
• Understands issues of diversity, equity, and inclusion within an independent school context and works to advance DEI within the admissions and enrollment process;
• Other duties as assigned.

Major Shared Responsibilities

• Assists in the supervision of student volunteers as tour guides and ambassadors;
• Assists in the daily operations of the student visit program;
• Supports school-wide activities such as flex, field/community days, field trips, and Immersives;
• Provides front desk coverage on occasion.

Required Professional Qualities/Abilities

• Demonstrated technical competence in working with databases and ability to problem solve within that context;
• Strong organizational and time management skills;
• Strong communication skills, both written and oral, and attention to detail in both numbers and text;
• Strong cultural competency and commitment to equity and inclusion;
• Solution-, improvement- and customer-service orientation;
• Enthusiasm for schools and for working with teens;
• Ability to see and understand both the big picture and details;
• Ability to maintain the confidentiality of sensitive information;
• Ability to maintain grace under pressure and maintain professionalism and discretion in all aspects of representing the school;
• Ability to work collaboratively with several constituencies (colleagues, students, parents, and community [internal/external] at large);
• Ability to receive and incorporate constructive feedback;
• A good sense of humor;
• Ability to speak and write in Spanish fluently is highly preferred, but not required

Physical Requirements

• Ability to lift and carry 40 pounds;
• Ability to sit/stand for long periods of time;
• High frequency of viewing a computer

EXPERIENCE: 2 years of professional experience in an administrative capacity preferably in a high school or college setting.

COMPUTER SKILLS: Working knowledge of Google Suite, including Google Sheets; experience with CRM databases (Ravenna and Blackbaud a plus).

CERTIFICATES & LICENSES: Valid and clear California driver’s license and the ability to drive self and/or students to school visits and functions away from campus.

OTHER REQUIREMENTS: Live Scan fingerprinting, TB risk assessment, first aid/CPR training, mandated reporter training, harassment training, COVID-19 vaccination including all relevant boosters, and the ability to work a flexible schedule, including some evenings and weekends.

The Ideal Candidate

• Finds resonance with The Bay School mission, philosophy, and precepts;
• Dedicates themselves to anti-bias and equity work and understands the social justice dimensions of education;
• Commits to ongoing professional growth;
• Welcomes and learns from feedback;
• Enjoys being in a high school community;
• Values mindfulness as a practice.

Work Environment

• Work is performed primarily in a shared office setting;
• Varied times of arrival/departure dependent upon events (early mornings, late evenings, some weekends);
• The Bay School campus has three separate buildings that are across the street from each other. Classrooms and offices are spread throughout all three buildings and the work of this department requires frequent movement around campus;
• The noise level in the work environment is moderate to loud during school hours and usually quiet outside of school hours;
• The Bay School lunch service is provided by Acre Gourmet and is available to all employees and subsidized by the school. Staffulty eat lunch in shared dining room spaces with students, in their offices or in the Staffulty lounge on the fourth floor.

If interested in the position, please review our website, then email all of the items below to: Susie McCobb, Executive Assistant to the Heads of School, at: jobs@bayschoolsf.org, subject line: Admissions Associate

Incomplete applications will not be considered.

1.            Cover letter describing your interest in the position as well as how you anticipate contributing to The Bay School;

2.            Resume/C.V.;

3.            Contact list of 3 references, at least one of whom must be a recent supervisor.