Admissions Assistant

Mid-Pacific Institute • Honolulu, HI

11h • Onsite

About The Position

The Admissions Assistant plays a critical role in shaping the experience of prospective families and ensuring the operational excellence of the Admissions and Enrollment Management (AEM) Office. As the first point of contact, this individual creates a welcoming, responsive, and highly organized admissions experience from initial inquiry through enrollment. This role is both front-facing and systems-driven, requiring exceptional customer service, strong attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The Admissions Assistant is an integral member of the AEM team, partnering closely with colleagues across the school to support enrollment goals and deliver a seamless, high-quality experience for families. The Admissions Assistant reports to the Director of Enrollment Management and serves as a key ambassador of Mid-Pacific’s mission and core values.

Requirements

• Exceptional customer service skills with the ability to create a welcoming, positive, and professional experience for all families and visitors.
• Strong interpersonal, written, and verbal communication skills.
• Ability to communicate clearly, responsively, and with attention to detail.
• Highly organized with strong prioritization and time management skills.
• Exceptional attention to detail with the ability to follow through on tasks accurately and efficiently.
• Ability to manage multiple responsibilities and competing priorities in a fast-paced, high-volume environment while meeting deadlines.
• Self-directed and proactive, with the ability to work both independently and as part of a collaborative team.
• Strong team-oriented mindset with a willingness to support colleagues and contribute to shared goals.
• Adaptable and flexible in a dynamic environment.
• Solutions-oriented thinker with strong problem-solving skills.
• Ability to identify and communicate inefficiencies in workflows and processes and support improvements.
• Proficiency with technology, including Google Workspace (Docs, Sheets, Forms).
• Ability to manage data accurately and maintain organized digital systems.
• Ability to handle sensitive and confidential information with discretion.
• Demonstrated ability to work effectively with individuals and families of diverse backgrounds, with a commitment to fostering an inclusive and welcoming environment.
• Strong alignment with and advocacy for Mid-Pacific’s mission and core values of caring, community, diversity, innovation, and creativity.
• Ability to work occasional evenings and weekends in support of admissions events and activities.
• Bachelor's degree from an accredited university or college, or equivalent experience
• 2-5 years of administrative and event planning experience, preferably in an admission or academic setting

Nice To Haves

• Experience with Blackbaud and/or Clarity/SSS (Services by Community Brands) preferred, but not required.

Responsibilities

• Serve as the first point of contact for prospective and current families via phone, email, and in-person interactions.
• Provide timely, accurate, and welcoming responses to inquiries, ensuring a high-touch, relationship-centered experience.
• Greet visitors and support the daily operations of the AEM office with professionalism and warmth.
• Represent Mid-Pacific as a knowledgeable and enthusiastic ambassador of the school.
• Manage and process admissions files, ensuring accuracy, completeness, and timeliness.
• Monitor applicant progress and follow up on missing documents and requirements.
• Maintain organized and up-to-date electronic records and filing systems.
• Prepare and distribute admissions communications, including acceptance packages and required documentation.
• Ensure the confidentiality and security of all applicant data, handling sensitive information with discretion and in accordance with school policies and applicable privacy regulations.
• Manage the AEM office calendar, including scheduling tours, interviews, assessments, and internal meetings.
• Coordinate logistics for admissions-related activities across multiple divisions and departments.
• Ensure smooth communication and alignment among faculty, staff, and administrative teams.
• Support the planning and execution of a wide range of admissions events and activities, including open houses, campus tours, school fairs, interviews, assessments, and welcome events throughout the year.
• Coordinate event logistics, including scheduling, registration, materials preparation, space setup, and communication with participants and internal teams.
• Communicate with prospective families to provide timely information and support leading up to events.
• Assist in preparing event materials and ensuring all details are organized and ready in advance.
• Provide on-site support during events to ensure a smooth, welcoming, and well-coordinated experience for prospective families.
• Partner with team members and school colleagues to ensure alignment and strong execution across all admissions events.
• Maintain and update admissions processes, policies, forms, and internal documentation to support clear and consistent operations.
• Ensure accurate data entry and organization within admissions systems and records.
• Collaborate with Marketing and Communications to help keep admissions information accurate and up to date across platforms, including the website, newsletters, and print materials.
• Identify and communicate any gaps or inefficiencies in workflows and processes.
• Support improvements to systems and procedures to help the office operate more efficiently and effectively.
• Process purchase orders and track expenses for the Admissions and Enrollment Management Office, ensuring accuracy and timely submission.
• Maintain organized and up-to-date records of departmental expenditures and budgets.
• Partner closely with the Business Office to support financial processes.
• Assist in monitoring budgets and reconciling expenses as needed.
• Ensure compliance with school policies and procedures related to financial operations and documentation.
• Maintain organization of the front office, office supplies, materials, and operational needs.
• Collaborate with administrative assistants and colleagues across campus to support school-wide coordination.
• Perform other duties as assigned in support of the Admissions and Enrollment Management Office.
• Perform other duties as assigned by the Director of Enrollment Management.
• Regular and predictable attendance at work is required.
• Participate in the development of a safe and healthy workplace.
• Comply with the instructions given for their own safety and health and that of others, in adhering to safe work procedures.
• Take reasonable care to ensure their own safety and health and that of others.
• Report any injury, hazard or illness immediately, to their Supervisor and Human Resources.
• Not place others at risk by any act or omission, not willfully or recklessly interfere with safety equipment.
• Act as a role model by demonstrating safe work behaviors.
• Identify, assess if necessary, and control hazards within area of responsibility.
• Ensure that equipment/supplies are properly maintained.
• Maintain relevant knowledge of safety laws.
• Mandatory reporting of sexual abuse to law enforcement or child protective services, and Human Resources.
• Demonstrates an understanding of practice area knowledge and appreciates learning more about this practice area and beyond.
• Engages in career-long professional learning and ongoing critical reflection to identify opportunities for improving leadership, mentoring, and collaboration.
• Builds positive working relationships with colleagues, other departments, and the community.
• Creates a safe, caring environment that is inclusive of and engaging for others.
• Seeks leadership opportunities.

Benefits

• The inherent nature of a professional staff member is a keen, lifelong passion for learning, and a deep curiosity and wonder about people, events, and places.

What This Job Offers

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