Admission Administrator

Harvard-Westlake School • Los Angeles, CA

8d • Hybrid

About The Position

The Admission Administrator serves as a key member of the Admission Office and is responsible for the day-to-day administration of admissions operations. This role manages applicant records, admissions workflows, office communications, and event logistics while serving as a primary resource for prospective families throughout the admissions process. Working in a fast-paced, highly collaborative environment, the Admission Administrator helps ensure the integrity of admissions data and records, supports operational processes that advance enrollment goals, and delivers a welcoming and responsive experience for families and visitors. This position works primarily on the Middle School campus in Holmby Hills but requires travel to the school's Studio City campuses approximately two to three times per month, as well as attendance at off-campus events during the admissions season (August through March).

Requirements

• Bachelor's degree preferred
• Prior administrative, customer service, or admissions experience preferred
• Strong organizational skills with the ability to manage multiple priorities and deadlines independently
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Suite and database systems; experience with admissions or enrollment management platforms preferred
• Familiarity with the independent school admissions process preferred
• Ability to exercise tact, discretion, and diplomacy when handling confidential or sensitive information
• Ability to work occasional evenings and weekends during peak admissions periods
• Ability to travel between campuses and off-site locations as required
• Ability to lift and move materials weighing up to 15 pounds

Responsibilities

• Manage the day-to-day administrative operations of the Admission Office
• Serve as a primary point of contact for prospective families, responding to phone, email, web, and in-person inquiries with professionalism and responsiveness
• Provide front-facing reception support, including greeting prospective families and visitors
• Maintain office materials, supplies, and operational resources
• Monitor admissions workflows and timelines to ensure the timely processing of applicant materials and communications
• Support the Head of Admission and Enrollment in implementing office procedures and operational priorities
• Administer applicant records and admissions database processes, ensuring accuracy, completeness, and confidentiality
• Process application materials and track the receipt of required documents throughout the admissions cycle
• Scan, upload, and organize applicant files and supporting documentation
• Maintain enrollment records for newly admitted students and support data integrity across admissions systems
• Support the planning and execution of admissions events, including information sessions, visit days, and other programs, in collaboration with admission team members and school offices
• Manage event registration, communications, materials preparation, schedules, and event-day logistics
• Maintain event calendars and operational timelines
• Participate in off-campus recruitment and admissions events as needed
• Guide prospective families through the application process with clear, timely, and thorough communication
• Coordinate admissions communications, including event invitations, reminders, confirmations, and follow-up correspondence
• Exercise discretion and judgment when addressing family concerns and route complex matters to appropriate admission team members
• Foster a welcoming, service-oriented experience that reflects the school's mission and values

Benefits

• Top-tier medical, dental, and vision coverage with zero to low premium contributions
• Cafeteria allowance – enjoy breakfast and lunch through our on-campus dining program
• Employee Affinity Groups
• Mental wellness resources and workshops
• Complimentary tickets to local sporting and entertainment events
• Discount at the school bookstore – stock up on HW spirit wear!

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level