Enrollment & Engagement Assistant

Gideon Hausner Jewish Day School•Palo Alto, CA

2d•Onsite

About The Position

Gideon Hausner Jewish Day School is seeking an organized, dependable, proactive, and welcoming Enrollment & Engagement Assistant to join our Enrollment & Engagement team. The Assistant provides administrative and logistical support across the department, helping ensure that meetings, communications, events, scheduling, and day-to-day administrative needs are organized and completed efficiently. This is a hands-on role with a mix of administrative coordination and event work, well suited to someone who enjoys organizing details, working with people, and seeing projects through from planning to execution.

Requirements

Ability to navigate campus facilities, classrooms, and event spaces.
Ability to stand, walk, bend, reach, and move across indoor and outdoor settings during event preparation and execution.
Ability to lift and move event supplies, signage, and boxes weighing up to 25–30 pounds.
Flexibility to work scheduled evening or weekend school events.
Successful completion of required background clearance and Live Scan fingerprinting.
High school diploma or equivalent required.

Nice To Haves

3+ years of experience in administrative support, event coordination, program support, or a similar role preferred.
Relevant college education or equivalent experience preferred.

Responsibilities

Schedule meetings, tours, prospective student visits, and other appointments.
Manage calendars, invitations, room reservations, Zoom links, and related logistics.
Prepare materials and documents for meetings, tours, and events.
Maintain shared files, forms, records, and administrative resources.
Support routine data entry, tracking, and follow-up.
Track outstanding administrative items and help ensure follow-through.
Support the administrative and logistical aspects of the prospective-family experience.
Send routine confirmations, reminders, application-related communications, and follow-up.
Prepare materials for prospective families and admissions events.
Maintain accurate contact and participation information.
Provide transactional follow-up regarding scheduling, forms, deadlines, and other logistical matters, referring relationship-based or sensitive questions to the appropriate team member.
Coordinate event logistics from planning through day-of execution, including rooms, AV, catering, vendors, supplies, materials, RSVPs, registration lists, signage, name tags, and check-in.
Coordinate with parent leaders, ambassadors, volunteers, vendors, and other partners on event logistics.
Support event setup, hospitality, day-of execution, and breakdown.
Maintain event records and complete routine post-event follow-up.
Prepare and send routine invitations, reminders, confirmations, RSVP communications, thank-you messages, and other administrative communications.
Support routine communications with parents, prospective families, teachers, community partners, and volunteers.
Proofread and format routine materials.
Follow up on routine action items and help ensure commitments are carried through.
Process administrative paperwork including volunteer clearance forms, liability waivers, and event records.
Process receipts, purchase orders, and expense documentation.
Maintain accurate records related to events, family participation, and administrative processes.
Support Parent Kesher and committee volunteers with administrative and logistical needs.
Help create a warm, welcoming, and organized experience for prospective and current families.
Represent Hausner professionally and warmly when interacting with families, volunteers, vendors, and community partners.
Maintain confidentiality and exercise appropriate discretion when handling student and family information.
Follow all Hausner safety, confidentiality, and school policy requirements.