School Name: Notre Dame Academy

Location: 4345 Del Mar Trails Rd, San Diego, CA 92130

Reports to: Principal 

Employment Type: Full time

FLSA Status: Non-Exempt, Hourly

Pay Rate: $26 to $28 per hour

Position Summary: 

The Admissions & Communications Administrator supports the school by overseeing recruitment, admissions, student records, registration, and communications. They will provide strategic planning and leadership in each of the areas named in the job title. 

Brief Summary of Responsibilities (include but not limited to):

Admissions & Records

• Proactively pursue students, develop, and implement recruitment strategies to ensure that the school’s targets are met; to be responsible for all aspects of the school’s admissions process with a view to maximizing the number of inquiries, visits, registrations, and joiners, whilst ensuring that retention levels remain strong
• Communicate with potential new families, including responding to phone calls and emails, touring, tracking, and setting up testing by coordinating with LRC Director and Principal
• Work with accepted new families in completion of the enrollment process
• Ensure a complete and accurate file for each student that enrolls and maintain student records, including immunization compliance throughout the grade levels
• Update and maintain student information systems with accurate student statuses, class schedules, transcripts, attendance records, and contact information
• Create appropriate classes and enroll students in appropriate classes within the student information systems
• Fulfill transcript requests for high school application process
• Transfer of records for graduates and transferring students
• Keep accurate attendance records of all students and issue absence and tardy notifications
• Complete and submit required reports throughout the year (NCEA, Private School Survey, Immunization Assessment Reporting)
• Send progress reports and report cards to families and archive all data
• Send standardized testing reports to families and archive all data
• Create reenrollment records and process returning families with consistent follow-up regarding their registration and any necessary documents
• Creation of email/passwords for students used in Google classroom and FACTS SIS
• Generate file to maintain Library system
• Create and monitor schedules for Parent/Teacher conferences

Communications 

• Oversee and maintain continuous dialogue and feedback with key internal and external stakeholders, ensuring that the school communicates in a consistent, professional, and prompt fashion. Oversight of key literature, such as new family information, school website, parent portal (FACTS SIS), weekly newsletter, and social media
• Prepare school-wide communications, new family information for teachers and room parents
• Calendaring – YTD calendars, monthly calendars, and coordinating with parish schedules
• Recruit volunteers
• Track community commitment hours via FACTS SIS
• Scheduling – Campus support, substitute teachers, eucharistic ministers for weekly mass; resource for communication between parish, school, and NDA community

Events 

• Plan, promote, and host admissions events such as welcome events, open house, new family meetings, school-sponsored Mass’s, and mentor family meetings and volunteer coordination

Additional Duties

• Support and conduct any initiative, idea, or task that the principal requires

Knowledge and Skills:

• Strong computer literacy with database familiarity, FACTS SIS system
• Above average organizational skills along with attention to detail
• Able to work independently, strong work ethic
• Must be able to maintain confidentiality
• Friendly and clear in communication with incoming and returning families
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint) 
• Understanding of immunization requirements for schools
• Adhere to deadlines in reports
• Ability to learn innovative programs as necessary in maintenance of student data

Education and Experience:

Any combination of education, training, and experience which demonstrates the ability to perform the duties and responsibilities as described; successful experience using databases to maintain detailed records and experience working in a school office setting is preferred.

Physical Requirements:

While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer and use a phone system. The employee is required to be mobile to, from, and within the office, as well as maneuver throughout the school facility to attend meetings, briefings, and other work-related events. The employee may be required to conduct trips to, from, and within various city and county-wide locations to attend meetings or events. The employee must occasionally lift and/or move up to 15 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Notre Dame Academy, as part of the Catholic Diocese of San Diego, is committed to creating a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, gender, national origin, genetics, disability, age, or veteran status.