Boarding and Day · Co-ed College Prep · Grades 6–12 & Postgraduate · Hebron, Maine

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Job Title: Admissions Office Manager 
Department: Admissions 
Reports to: Director of Enrollment Management 
FLSA Status: non-exempt 
This is a 12-month position

Job Description:

Hebron Academy seeks a motivated, positive, and eager individual to join its innovative and exciting team. First and foremost, qualified Office Manager candidates will exude excellent customer service skills as the first impression of the office and school when interacting with all department visitors and constituents; student and family guests, educational consultants and school placement officials, educational administrators, accreditors, visiting groups and more. Be it in person, over the phone, or via written word, the Office Manager must be personable, positive, and welcoming to embody the compassionate and warm community of Hebron Academy.

The Office Manager must be proficient in all deliverables and mediums of materials processing; electronic and digital data and forms, paper documents, organization, and filing. Data processing is a significant responsibility and oversight of the Office Manager. Duties and actions will include but not be limited to uploading and input to our database system (Blackbaud), running cycle activity numbers of inquiries, applications, acceptances, and matriculation generating regular reports on year-to-date numbers, prospect and constituent lists, event totals, enrollment breakdowns, lead generation, and application channels, and more.

The Office Manager is the key stakeholder in data information flow, from lead generation and inquiries to processing all application materials received, updating the database accordingly, generating decision documents, and enrolling matriculations to connect these files from the Admission Office to the Academic Department. The Office Manager is involved in every step of this process. To this end, the Office Manager works closely with other departments throughout the community to produce and verify information through reports, database cross checks, files, and more.

In addition to customer service and data processing on a day-to-day level, as part of the Admission Team, the Office Manager will work open houses, revisit days, informational receptions, and all events on behalf of the Admission Office. Duties may extend to support the Advancement Office in the near future.

Responsibilities:

  • Field incoming calls and emails to provide basic community information and details about the application process 

  • Schedule tours for prospective students and their families

  • Schedule visits for educational consultants and placement personnel

  • Maintain admission database of student and family information, including contact information, application status, financial aid, and other relevant information

  • Maintain admission database of constituent information, including contact information, student referrals, fairs, and more

  • Communicate with families and schools about outstanding application materials for candidate files

  • Assist Principal Designated School Official (PDSO) with onboarding of newly enrolled international students, including reviewing or creating I-20s for accuracy

  • Update and generate admission decision letters and other relevant decision documents for prospective applicants

  • Generate detailed reports to track student inquiries, applications, enrollment, partner activity, travel activity, financial aid breakdowns, and more

  • Produce statistical reports for various school departments on a regular basis

  • Track newly enrolled student deposits and enrollment contracts and assist in re-enrollment

  • Assist with coordinating travel plans across region, nation, and globe for Admissions Office representatives

  • Assist in planning and coordination of annual fall Open House, Revisit Day, Spring Open Houses, and other department-hosted events

  • Coordinate Admission Office representative visits with area schools for presentations with prospective students

  • Maintain office supply inventory

  • Assist the Director of Enrollment Management with day-to-day administrative tasks

Qualifications:

  • Personable, articulate, adaptable, multi-tasker

  • Demonstrated proficiency in data processing

  • Demonstrated use of large database system(s)

  • Demonstrated ability to prioritize, organize, and complete numerous projects while handling day-to-day duties

  • Clear and thorough understanding and uses of Google Suite, and Microsoft Office software, including Xcel, Word, PowerPoint

  • Demonstrated understanding of Hebron Academy, the school community and its uniqueness

  • Excitement and enthusiasm for the world of Admissions

Interested candidates should submit a cover letter, resume and 3 references to employment@hebronacademy.org

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