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Admissions Assistant

Website Carlthorp School

Carlthorp School

Admission Assistant Position Description


The Admission Assistant is a newly created position and member of a dynamic three-person admissions team. This individual will support the school in welcoming potential new families to the Carlthorp community by interviewing, partnering with the admissions committee, and managing the administrative aspects of admissions-related activities including database management, scheduling, and special events. Carlthorp school is a co-educational elementary school located in Santa Monica, CA, that serves approximately 280 students in grades K-6. At its core, Carlthorp School provides a strong academic foundation in a diverse and nurturing school community that emphasizes respectful values, responsible work habits, and excellence in order to prepare our students to achieve their highest potential in education and life.


The Admissions Assistant is expected to provide a warm welcome and outstanding first impression to prospective and current school families, trustees, alumni, and other school community members, in-person, on the telephone, and via electronic communication. Often the first point of contact, the Admissions Assistant will provide the information necessary to answer questions, outline the process and initiate inquiries. Occasional off-hour attendance at and assistance with Admissions events will be necessary. The start date is negotiable – between now and July 1, 2022


Major Duties and Responsibilities:

Interviewing prospective applicants and their families;
Reading and evaluating applicant files and participating in the admissions committee deliberations;
Answer admissions calls in a pleasant, professional and informed manner in order to provide admissions information and foster a positive image of the school;
Maintain the Blackbaud admissions database throughout the admissions process-inquiry through acceptance, and manage applicant files;
Manage/schedule appointments including parent interviews, student assessments;
Maintain database of school contacts, including preschools and their directors, local organization directors and other contacts, annually;
Support/coordinate distribution of new enrollment, re-enrollment, and financial aid contracts;
Coordinate production and mailing of all admissions letters and communication—both in print and electronic;
Assist with managing and maintaining inventory of admission materials, publications, and letterhead as well as prepare admissions information packets;
Create event guest lists, gather and prepare registration materials, registration table, assist with reserving, setting up and cleaning up event space, create name tags, obtain and coordinate refreshments and/or catering for all admissions events & open houses;
Coordinate and support parent and student volunteers who support admission events;
Document and maintain annual Admissions Office timeline of activities, events, communications, projects;
Represent the school at open houses, assessment days, and other admission related events;
Perform other duties as assigned;
Preferred qualifications and skills:

Bachelor’s degree in a related field;
A minimum of three years’ experience in an administrative position, preferably in a non-profit and/or admissions office;
Must be proficient in Microsoft and Google Suite products
Experience in managing database software; admissions-oriented software is highly preferred, specifically Blackbaud
Eagerness to learn as well as a willingness to be trained in fundamentals of software and database essentials as necessary;
Have excellent communication skills including writing, editing, listening, and public speaking;
Ability to organize and prioritize work, problem-solve, multi-task and manage time effectively;
Ability to work independently with little supervision as well as be a collaborative team member;
Sense of humor, warmth of personality, and energy;
Discretion in dealing with sensitive and confidential admissions issues;
Candidates who are bilingual or multilingual are strongly encouraged to apply;
Commitment to diversity and inclusion
Candidates will be considered until position is filled.

Interested candidates are asked to visit the school’s website at www.carlthorp.org and to e-mail four PDF’s of the items below to [email protected]

An application requires submitting four PDFs:

Cover letter introducing yourself to the Carlthorp School search committee
CV or résumé
A list of four references  (include each person’s name, current organization, title, phone number, email, and past connection to you—though we will not contact any references without obtaining your permission first. Must include your current direct supervisor. )
A work related writing sample


To apply for this job email your details to resume@carlthorp.org

Admissions Assistant
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