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Admission Administrative Assistant

The Barstow School
Job Description
Posted 04/14/19
The Admission Assistant works with the Director of Admission and Enrollment Manager to ensure the smooth operation of the department.  This position acts as the first point of contact for prospective families by fielding phone calls, handling walk-in visitors and responding to online inquiries.  This position handles data entry and event planning for the department as well as calendar management.  In addition, this position supports the admission process for domestic and international families including the data entry for new student enrollments, financial aid and re-enrollment.  
Essential Job Functions:
  • Acting as first point of contact in admission office, open house events, and student visit days;
  • Planning, coordinating, managing, and participating in all admission events including the events calendar;
  • Assisting with family visits and student visit days;
  • Administering admission testing process;
  • Managing completion of all department projects including: re-enrollment contracts, financial aid and scholarship packaging, student admission files, admission acceptance packages;
  • Creating and implementing procedures and processes to enhance greater efficiencies in which the Admission Office supports the school’s internal and external clients;
  • Acting as department liaison with business office, division administrative assistants and the Director of International Students;
  • Handling data entry for all departmental databases and spreadsheets (Blackbaud, SSS, Excel, Google forms, sheets).
  • Generating departmental reports including weekly admission committee reports, monthly board reports and annual report; (not at first)
  • Maintaining information in electronic admission files and notifying Enrollment Manager what items are outstanding regularly;
  • Managing the schedule of the Director using discretion in setting appointments and engagements without prior clearance;
  • Assisting Director with all correspondence, necessary records for re-enrollment and enrollment of international students;
  • Acting as a substitute to the school front desk receptionist;
  • Performing other duties as assigned.
 Minimum Qualifications:

Education:             Bachelor’s degree
Experience:           Previous experience in admissions, recruitment, or educational services
Necessary Skills: 
  • Computer proficiency in Microsoft Office Suite
  • Knowledge of Blackbaud admission software is preferable
  • Well organized, detail-oriented Excellent communication and personal relation skills 
  • Must enjoy meeting with the public and working with school age children 
  • Experience with global education and international admission 
  • Ability to build relationships 
  • Occasional evenings and weekends required  
Submit cover letter, resume and application to the Director of Admission, Rebecca Garry, at  The application may be found on the Barstow website:
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