Primary School Admissions Associate Director

Sacred Heart Schools•Chicago, IL

27d•Onsite

About The Position

The enrollment management team works collaboratively to build understanding and support of the Schools’ mission and programs, to invite families to join the school, and to secure resources to enhance the Schools and ensure its future. Collectively and individually, the team strives to model the values expressed in the Goals and Criteria of Sacred Heart education. The Associate Director of Admissions for the primary school is responsible for all aspects of the admissions process from point of inquiry through matriculation for our primary school (preschool-SK). Additionally, the Associate Director assists the Admissions Team in promoting the Schools’ mission and programs to prospective parents and participates in planning and executing admissions, recruitment, and onboarding as well as retention events and activities. Significant external outreach and interface with the greater Chicago community is expected. The Associate Director’s role is multifaceted, encompassing strategic planning, recruitment, admissions, and retention– primarily in the primary school. They are a senior leader in the school and a key driver of its success and stability.

Requirements

Bachelor’s degree required
5-7 years working within an Admissions environment; previous admissions experience required
Adept in using Blackbaud or Finalsite experience a plus
Solid writing skills, including the ability to compose letters and other correspondence, and the ability to proofread and edit documents
Strong interpersonal and problem-solving skills, and the ability to exercise appropriate independent judgment
Attention to detail; commitment to maintaining integrity of data
Warm and welcoming, collegial and mature; works positively with parents and children from a wide variety of backgrounds; outwardly reflects the school’s mission, culture, and values
Manages confidential material respectfully and handles private information with discretion and tact
Committed to providing exceptional customer service, personalizing follow-through to meet the individual needs of families
Excellent verbal and written communication skills
Commitment to Catholic education and comfortability in expressing its value
A strong work ethic, highly motivated and self-directed, and excellent organizational and time management skills; attention to detail and accuracy
Comfortable with technology and motivated to be proficient and self-sufficient in the use of Admissions Office technology

Nice To Haves

Bilingual for diverse communities
Familiarity with student information systems (SIS) and admissions platforms
Knowledge of early childhood and elementary/middle school development

Responsibilities

Promote the school’s mission, values, and academic programs to prospective families
Organize and attend school fairs, open houses, tours, and outreach events
Implement admissions policies best practices as articulated by professional and accreditation organizations such as National Association for Independent Schools, the Independent Schools Association of the Central States, the Network of Sacred Heart Schools, the Enrollment Management Association, and the Association for Independent School Admissions Professionals
Be an outward-facing, externally-relating ambassador of Sacred Heart Schools, fostering relationships and partnerships within Chicago and neighboring suburbs that can translate into admissions applicants
Ensure a consistent and positive experience for prospective families across all touchpoints
Contribute to the efforts of the Enrollment Team as they lead prospective families through a personalized admissions process that includes: Parent Communication & Meetings
Serve as the primary point of contact for prospective families
Guide families through the application process, providing timely communication and support
Conduct initial meetings with parents to introduce the school, answer questions, and assess family fit
Applicant Interviews and Evaluation
Meet individually with applicants to assess developmental and academic readiness for Sacred Heart’s program
Conduct interviews with applicants (age-appropriate, often alongside academic or developmental screening)
Evaluate prospective students for academic readiness, social-emotional development, and mission alignment.
Obtain and review academic records, teacher recommendations, and any additional information needed to complete a student’s profile
In collaboration with academic personnel, periodically reviews assessment instruments for their effectiveness and may assist in the development and implementation of new assessment instrument
Supervise the maintenance of applicant records, including security, quality controls, and preservation of applicant confidentiality
Oversee the implementation of the Schools’ records retention policies related to applicant information
Admissions Process Management
Manage the end-to-end admissions pipeline, including tracking inquiries, applications, and status updates
Coordinate shadow days, assessments, and campus visits for applicants
Maintain accurate and confidential student admissions records in the school’s database
Maintain accurate admissions and enrollment records in compliance with school and regulatory standards
Admissions Committee Coordination
Coordinate the efforts of the Admissions Committee in evaluating applicant files and reaching admissions decisions including:
Organizing meetings of the Committee and facilitating the flow of information to and among committee members
Communicating admissions decisions to prospective parents on behalf of the Admissions Committee
Welcoming, supporting, and facilitating new family/student communications, onboarding, and orientation activities from point of enrollment through the opening of school, ensuring each families’ smooth transition
Preparing applicant profiles and present relevant information to the Admissions Committee
Facilitating committee discussions and help reach consensus on admissions decisions
Communicating admissions decisions to families in a timely and professional manner
Supporting onboarding and transition of newly admitted students and families
Supports the Admissions Office Team
Meets regularly with admissions staff to set goals and review progress
Re-enrollment
Partner with faculty and administration to support student success and satisfaction
Coordinate re-enrollment campaigns and communications to current families
Monitor and address concerns that might affect family retention
Works closely with the Director of Tuition Assistance and Enrollment Services on issues related to financial aid and re-enrollment
Cross-Departmental Collaboration
Work closely with the Head of School, Division Heads, Business Office, and Marketing/Communications team
Community Engagement
Build and maintain strong relationships with prospective, current, and alumni families, serving as a primary point of contact and an ambassador for the school
Motivate and train faculty, staff, and current parents to serve as ambassadors for the school and to assist with admissions events and outreach
May be responsible for other projects as identified by the Chief Enrollment Management Officer and/or Head of Schools