Admissions Assistant (Bilingual Mandarin)

Novel Prep•Irvine, CA

About The Position

Admissions Assistant (Admissions & Enrollment Support) Location: Irvine / Costa Mesa Employment Type: Full-time Reports To: Admissions Manager / Director of Admissions Primary Responsibilities Admissions & Enrollment Support Inquiry & Lead Management Respond promptly and professionally to parent and student inquiries via phone, email, WeChat, and other communication channels Log inquiries, assess family needs, and schedule next steps such as campus tours, information sessions, interviews, and assessments Support lead-to-application and application-to-enrollment conversion through timely follow-up Application Materials Management Assist with collecting, reviewing, and organizing application materials, including but not limited to: Application forms Academic transcripts and report cards Recommendation letters Passport or identification documents Immunization and health records Maintain application checklists and send reminders for missing or incomplete documents Scheduling & Coordination Schedule admissions interviews, academic assessments, trial classes, and school visits Coordinate availability with faculty, interviewers, and administrators Prepare meeting links, reminders, attendance tracking, and follow-up communications Systems & Data Management Enter, update, and maintain applicant records in admissions systems and CRM tools (e.g., Blackbaud, Google Sheets, Airtable) Track application status, communication history, document uploads, and key milestones Ensure data accuracy and consistency across systems Communication & Documentation Support Assist with sending admissions decisions (acceptance, waitlist, denial), enrollment instructions, and payment reminders using approved templates Provide bilingual English/Chinese communication support when required Admissions Events Support Support Open Houses, webinars, school tours, and other recruitment events Assist with registration, materials preparation, check-in, and post-event follow-up Compliance & Confidentiality Handle student records in accordance with school policies and FERPA requirements Maintain strict confidentiality and data security at all times Other Duties Perform additional admissions-related tasks as assigned by the Admissions Manager or Director Cross-Functional Support Counseling / College Counseling Collect key academic background information prior to enrollment (course history, language proficiency, standardized testing, interests) Prepare intake summaries for counseling teams Coordinate meetings related to course planning or placement Track and archive transcript release and transfer documentation Academic / Faculty Support Assist with scheduling academic interviews, assessments, or trial classes Compile and upload faculty feedback and assessment results Notify relevant stakeholders to support admissions decisions Registrar / Records Office Assist with preliminary review of enrollment and registration materials Verify data accuracy (student name spelling, DOB, grade level, parent information) Assemble enrollment file packages and coordinate handoff to the registration process Business Office / Finance Track deposits, tuition, housing fees, insurance, and other required payments Send payment reminders, receipts, and payment instructions Reconcile enrollment and payment status with the Business Office and flag discrepancies Boarding / Student Life (if applicable) Assist with collecting housing applications, roommate preferences, and health/allergy information Support distribution and confirmation of move-in, check-in, and airport pickup instructions International Student Support (if applicable) Assist with tracking required documentation for I-20 / visa processing (document collection and internal handoff) Track arrival dates, airport pickup needs, insurance, physical exams, and immunization progress Coordinate information transfer to designated international student teams Marketing / Operations Organize and distribute leads generated from admissions events Support post-event follow-up Compile FAQs and parent feedback to improve admissions messaging, materials, and workflows IT / Systems Support (within scope) Assist with account setup and system invitations (parent portals, email, learning platforms) Support basic parent login issues and escalate to IT as needed Help maintain templates, forms, and automated email workflows

Requirements

1+ year of experience in administration, customer service, or education-related roles preferred (strong new graduates welcome)
Highly organized, detail-oriented, and able to manage multiple tasks and deadlines
Strong communication and customer service skills, with professionalism and patience when working with families
Proficient in Microsoft Office and Google Workspace
Bilingual English/Chinese proficiency preferred or required if supporting international families
Availability to support occasional evening or weekend admissions events (with flexible scheduling or comp time)

Nice To Haves

Experience with CRM or SIS platforms (e.g., Blackbaud) is a plus

Responsibilities

Respond promptly and professionally to parent and student inquiries via phone, email, WeChat, and other communication channels
Log inquiries, assess family needs, and schedule next steps such as campus tours, information sessions, interviews, and assessments
Support lead-to-application and application-to-enrollment conversion through timely follow-up
Assist with collecting, reviewing, and organizing application materials
Maintain application checklists and send reminders for missing or incomplete documents
Schedule admissions interviews, academic assessments, trial classes, and school visits
Coordinate availability with faculty, interviewers, and administrators
Prepare meeting links, reminders, attendance tracking, and follow-up communications
Enter, update, and maintain applicant records in admissions systems and CRM tools (e.g., Blackbaud, Google Sheets, Airtable)
Track application status, communication history, document uploads, and key milestones
Ensure data accuracy and consistency across systems
Assist with sending admissions decisions (acceptance, waitlist, denial), enrollment instructions, and payment reminders using approved templates
Provide bilingual English/Chinese communication support when required
Support Open Houses, webinars, school tours, and other recruitment events
Assist with registration, materials preparation, check-in, and post-event follow-up
Handle student records in accordance with school policies and FERPA requirements
Maintain strict confidentiality and data security at all times
Perform additional admissions-related tasks as assigned by the Admissions Manager or Director
Collect key academic background information prior to enrollment (course history, language proficiency, standardized testing, interests)
Prepare intake summaries for counseling teams
Coordinate meetings related to course planning or placement
Track and archive transcript release and transfer documentation
Assist with scheduling academic interviews, assessments, or trial classes
Compile and upload faculty feedback and assessment results
Notify relevant stakeholders to support admissions decisions
Assist with preliminary review of enrollment and registration materials
Verify data accuracy (student name spelling, DOB, grade level, parent information)
Assemble enrollment file packages and coordinate handoff to the registration process
Track deposits, tuition, housing fees, insurance, and other required payments
Send payment reminders, receipts, and payment instructions
Reconcile enrollment and payment status with the Business Office and flag discrepancies
Assist with collecting housing applications, roommate preferences, and health/allergy information
Support distribution and confirmation of move-in, check-in, and airport pickup instructions
Assist with tracking required documentation for I-20 / visa processing (document collection and internal handoff)
Track arrival dates, airport pickup needs, insurance, physical exams, and immunization progress
Coordinate information transfer to designated international student teams
Organize and distribute leads generated from admissions events
Support post-event follow-up
Compile FAQs and parent feedback to improve admissions messaging, materials, and workflows
Assist with account setup and system invitations (parent portals, email, learning platforms)
Support basic parent login issues and escalate to IT as needed
Help maintain templates, forms, and automated email workflows