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Admission Systems and Office Manager

Website Polytechnic School

As the first nonprofit, independent day school in Southern California, Polytechnic School enrolls 870 students in grades K-12 and remains an ambitious, forward-thinking school community —one devoted to academic excellence, and also to the creative arts, the camaraderie of team sports, the joy of service to others, and the enduring spirit of friendship.

We seek an Admission Systems and Office Manager to join our versatile Admission team. Reporting to the Assistant Head of School, Enrollment and Strategic Initiatives, our new colleague will be integrally involved with building a talented and inclusive community of learners whose values align with Poly’s mission and vision.

Specific responsibilities include, but are not limited to:

– Maintain admission database (SchoolAdmin) and manage information integrity between SchoolAdmin and other school systems (including Blackbaud (Raiser’s Edge, FACTS, and Magnus Health);
– Oversee the development and publication of the online enrollment processes for new and returning families, including creation of forms, family information updates, preparation of materials to accompany contracts, accurate tuition and financial aid reporting, and continued reminders and support for new and returning students during the enrollment process;
– Manage communication with current and prospective families, including the planning of online communication strategy (email and social media);
– Represent the school in a positive and welcoming way, both on campus and in the community;
– Coordinate with Communications, Technology, Advancement, Human Resources, and other departments regarding enrolled student status updates and other important information as necessary;
– Supervise the organization of office space to maintain office supplies, technology, etc.;
– Support in the planning and implementation of admissions events and campus visits with other admission team members;
– Train and assist in the supervision of seasonal, part-time office staff;
– Provide technical and general help to applicant families, and supporting outreach efforts;
– Prepare and distribute reports, including annual admission statistics and review to the Assistant Head of School, Head of School, Board of Trustees, etc.;
– Organize and maintain file materials, historical files, and archival documents;
– Assume other responsibilities as appropriate.

– Expertise in using a variety of software (database experience strongly preferred; SchoolAdmin experience preferred);
– Excellent organizational abilities and outstanding verbal and written communication skills;
– Demonstrated ability to manage multiple tasks and work harmoniously with others both as a member of a team and on an individual basis;
– Strong interpersonal skills, including the ability to work sensitively and respectfully with applicant families and confidential information;
– A commitment to cultural humility and fostering inclusion and belonging for all community members;
– Bachelor’s degree is required.

– Works in an environment dealing with a wide variety of challenges, deadlines and a diverse array of constituencies and contacts;
– May work at a desk and computer for extended periods of time;
– Be able to occasionally lift up to 30 lbs.;
– Be able to travel locally and work evenings and weekends;
– Work intermittently in outside weather conditions, including extreme heat and cold.

Polytechnic School is committed to attracting and retaining talented, dedicated employees through a competitive compensation plan that is commensurate with experience. A full benefits package includes medical, dental and vision coverage and a 403 (b) retirement plan.

The mission of Polytechnic School is to develop the intellect, talents and character of each student in a community of learning dedicated to academic excellence, personal growth and responsibility, and service to others. We provide an educational program that emphasizes creative thinking and ethical reasoning, challenging students to aspire, achieve, collaborate and serve. We are committed to sustaining a school that is uniquely grounded in history and tradition while embracing discovery and innovation.

A Poly education encourages students to become intellectual leaders, who are prepared to become contributing and responsible citizens in their communities.


Equal Opportunity Employer
In order to provide equal employment and advancement opportunities to all individuals, Poly will recruit, hire, train, and promote faculty and staff without regard to an individual’s race, color, sex, gender identity, genetic information, sexual orientation (including heterosexuality, homosexuality and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition and physical or mental disability (whether perceived or actual), or any other consideration made unlawful by federal, state, or local laws. School policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

To apply for this job please visit www.paycomonline.net.

Admission Systems and Office Manager
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