Commitment: Monday – Friday 7:30am – 3:30pm August – June with flex time in July. Some weekend events are required.
Base Salary: $33,000
Benefits: Tuition Remission 90%
Position Summary
The Enrollment Coordinator supports the Charlottesville Waldorf School (CWS) in fulfilling its mission of effectively recruiting and retaining families who are inspired by, and engaged in, the journey of Waldorf education. This position develops and implements outreach, recruitment, and admissions with a mission of healthy and lengthy enrollment. They engage in dialogue and collaborative planning with the administration, faculty, and entire school community to support this mission. The enrollment coordinator is responsible for ensuring consistent, warm, and welcoming connection with each prospective family throughout the enrollment process.
The Enrollment Coordinator is a full-time position that is supported by the Marketing & Events
Coordinator, the Parent Child Coordinator, and is supervised by the School Director. This position is jointly hired by the School Director and the Board of Trustees.
The Enrollment Coordinator’s responsibilities are described below; however, the employee may
perform other related duties.
Enrollment Office Infrastructure
- Provide regular reporting that supports decision-making to the administration, the College of
- Teachers and its committees, and the Board of Trustees and its committees.
- Maintain the CWS inquiry database, creating profiles and tracking inquiries and prospects.
- Create office systems to support all enrollment projects and operations with the best j available.
Admissions and Enrollment
The Enrollment and Community Coordinator is the first point of contact for a prospective parent after they submit an information request during outreach events and/or to the school directly. The Enrollment and Community Coordinator strives to, in coordination with the Early Childhood
Development Coordinator, increase contact with the wider community and increase the volume of information requests to the school. The general flow of this responsibility to each prospective family is as follows:
- Receive and respond to calls and inquiries, providing packets and basic information.
- Arrange and conduct campus tours. Follow-up the tour with a phone call to provide an opportunity for additional questions and/or concerns from the family.
- Maintain the online application: keep in touch with the family to ensure timely completeness, track all of the necessary forms, reports and transcripts, and distributing them to the appropriate faculty member(s) for consideration (once paperwork is complete)
- Complete the preliminary assessment of prospective student by meeting with student and family to ascertain reasons for wanting to enter our school and appropriateness of the student for our school; meet with appropriate faculty member to discuss application; scheduling interviews between prospective students and faculty (after discussion of application with faculty member).
- Mail decision to accept, decline, or wait list and send written admission letters to prospective families, along with a contract and all necessary enrollment forms.
- Track completion of all enrollment forms.
- Coordinate with the registrar and coordinate all aspects of enrollment and re-enrollment process (including summer programs) to support the following tasks: revising forms, mailing packets, ensuring completeness when returned, tracking all of the necessary forms, and distributing them to the appropriate individuals, as necessary.
- Ensure a smooth entry into the school for new students and their parents; coordinate buddy system for new parents with Parent Association.
- Develop formal exit interview process: (develop Exit Interview Cover Letter/Interview Request, Exit Interview Survey, and Exit Interview Summary Report, conduct exit interviews, ensure feedback is communicated to the appropriate party).
Collaborative Planning
The ability to successfully enroll students requires a basic understanding of Waldorf education and curriculum and a significant amount of knowledge about the specific curriculum in each CWS class. Additionally, enrollment is the foundation for the financial health of the community. The Enrollment Coordinator must be able to communicate effectively with the administrative team, the Board of Trustees, the College of Teachers, the faculty at large, the finance committee, and the parent body. Collaboration should be approached with an attitude of trust and optimism. The following are important aspects of the collaboration process:
- Understand the impact of school policies and procedures on the admissions and enrollment functions, and communicate that impact to the Board of Trustees and other appropriate school forums.
- Work with faculty to understand the rhythm of the school year, current main lesson and specialty objectives, and other aspects of the Waldorf program to highlight on tours.
- Develop annual enrollment projections, budgets and analyses as directed by the administrative chair and participate in the budgeting process in any other way as deemed appropriate.
- Ensure that faculty and other staff participate in and support the enrollment effort (e.g. schedule interviews, ensure that calls are returned, attend faculty meetings, and work with the business office and administrative staff to create enrollment reports and to keep track of where individual applicants are during the admissions and enrollment process.)
- Collaborate with the Early Childhood Development Coordinator to plan annual events (Open Houses, Windows on Waldorf, Summer Playtime, etc.).
- Collaborate with the administrative team and the Parent Association to identify and recruit a
core group of volunteers to assist in the admissions and enrollment process, admissions events, and other outreach programs as needed; work with the faculty chair, the College of Teachers, and the Parent Association to ensure family involvement from each grade level. - Collaborate with the Parent Association to support the CWS mentoring program.
- Train, motivate and oversee volunteers, providing consistent and effective preparation and
support for the school’s top volunteer leadership. - Provide recognition of all admissions, enrollment and outreach volunteer efforts and projects
and maintain a high level of accountability for assignments. - Collaborate with 8th grade teacher and local independent and public high schools to support
families in their application process. - Collaborate with the Advancement Director and Marketing Committee to develop a work plan
for marketing needs. - Ensure enrollment goals are carefully integrated with the school’s strategic plan.
Outreach Coordination
- Organize, schedule and conduct all enrollment events. Coordinate marketing of these events with the administrative team.
- Identify and organize opportunities to participate in wider community events that are aligned with Waldorf education or philosophy.
- Identify outreach efforts within the community to connect with current families; including, but not limited to, presenting enrollment and outreach strategies, attending class meetings to answer questions/address concerns, and supporting families through times of transition (early childhood to grade school, middle school to high school).
- Coordinate staff and volunteers for all enrollment and outreach events.
- Coordinate press releases, advertising, phone listings and mailings that directly pertain to enrollment efforts (including the scheduling of events and publicity.)
Professional Development and Continuing Education Requirements
- Participate in professional development organizations, committees, boards, and meetings;
travel locally, and out-of-town as necessary, for such activities.
Memberships - Chair of the Enrollment Committee
- Member of the Marketing Committee
Education and Relevant Work Experience
A typical way to obtain the above knowledge and skill is a combination of education and experience equivalent to:
Required: Experience in admissions or enrollment work, marketing, sales, and promotions in a school or non-profit organization. Bachelor’s degree in a related field.
Preferred: Work experience in admissions, enrollment and/or marketing. Experience working in a
Waldorf school.
Qualifications
- Understanding of and commitment to Waldorf education and CWS culture.
- Excellent verbal and written communication skills with the specific ability to clearly articulate Waldorf education and establish warm relationships with prospective families.
- Strong organizational skills, attention to detail and follow-through, and the ability to plan, organize, prioritize and coordinate multiple projects
- Flexibility to work in a collaborative environment with many different bodies of governance and types of people.
- Ability to be proactive, work without detailed direction, and utilize the creative mind to reach enrollment goals.
- Ability to multi-task in a fast-paced environment and adhere to timelines.
- Solid analytical and problem-solving skills.
- Ability to maintain confidential information.
- Computer skills required: MS Office (word processes, spreadsheet/database management), MailChimp (publishing programs).
- Willingness to acquire skills with administrative software like BigSis.
Physical Requirements
- Must be able to lift at least 15 pounds from the floor to four feet above the floor.
- Must be able to travel to meetings and conferences and work nights and weekends as needed.
