Admission Associate

Fort Worth Country Day•Fort Worth, TX

About The Position

The Admission Associate plays a key role in supporting the Office of Admission and ensuring a welcoming, organized, and efficient experience for prospective families. This position provides administrative, logistical, and customer service support throughout the admission cycle, serving as an ambassador for the school’s mission, values, and community. This position will be responsible for all Admission communications, mailings, and Blackbaud entries within the Office of Admission, coordinating those as necessary with the Blackbaud system of the Alumni Office. This position will provide backup to the front desk phone and assist Communications with mailings and projects on an as-needed basis.

Requirements

10+ years of administrative experience, ideally in an educational or customer-facing environment
Strong organizational, multi-tasking and time-management skills with attention to detail
Excellent written and verbal communication skills
Proficiency in Microsoft Office and Google Workspace; experience with admission or CRM databases a plus
Ability to manage multiple priorities in a fast-paced, seasonal environment
Warm, approachable demeanor and a commitment to teamwork
Professional, reliable, and discreet
Service-oriented with a genuine interest in working with families and students
Flexible and willing to assist with occasional evening or weekend events
Enthusiastic about supporting the mission and values of an independent school

Nice To Haves

Spanish-speaking a plus

Responsibilities

Provides administrative support to the Director of Admission and Assistant Directors
Facilitates weekly Admission meetings to look at team calendar, inquiries, applications, mailings, and web pages
Responsible for all data entry of inquiries, applications, and corresponding communications, acknowledgment letters, letters of recommendation, and school records.
Responsible for the merging of admission decision letters and keeping form letters updated with current information.
Manages inquiries from prospective families via phone, email, and in-person, warmly and professionally, within one business day
Responds to inquiries for all grades when the Directors are unavailable to meet or take a call.
Checks voicemail throughout the day and responds immediately.
Manages calendars and logistics
Maintains, troubleshoots, and updates admission records in the school’s database
Assists with application processing, file completion, and communication with families for admission and financial aid/scholarships
Prepares admission correspondence, reports, and materials
Prints monthly inquiries and application statistics.
Assists the Director with the compilation of Opening Day Statistics in August.
Assists the Directors with all admission testing and group observations (some weekends required)
Works with the team to cultivate community resources for admission candidates, including corporate relocation offices, Realtors, feeder schools, preschools, and other new initiatives.
Prepares onboarding documents for newly admitted families
Supports advertising (mailing event cards), planning, and execution of admission events such as open houses, information sessions, and welcome events
Coordinates materials, registrations, follow-up communications, and on-site logistics, including catering
Orders and maintains admission materials and office supplies
Assists with mailings, document preparation, and data entry
Collaborates with faculty, staff, and other departments to support the admission process
Provides general front-office or campus support as needed during peak advancement/admission times
Serves as a first point of contact for prospective families, modeling excellent customer service
Communicates clearly, promptly, and professionally with families and colleagues
Upholds confidentiality and professionalism at all times