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General Description of Position

The Enrollment Coordinator manages the systems, communications, and processes that support student recruitment, admissions, enrollment, re-enrollment, and family onboarding at Charlottesville Waldorf School.

This role serves as a primary point of contact for prospective and current families and ensures that the enrollment experience is clear, timely, well-organized, and aligned with the school’s mission.  The position supports strong communication, data integrity, and follow-through across all enrollment-related processes, while collaborating with faculty, administration, and selected advancement efforts that intersect with enrollment and community engagement.

This position is designed as 0.75 FTE, with responsibilities intentionally scoped to reflect that workload.

Authority 

The position has the authority to: 

• Manage day-to-day enrollment and admissions processes and systems
• Coordinate admissions activities and family communication
• Maintain enrollment data and reporting
• Recommend improvements to systems, workflows, and communication
• Collaborate with faculty and staff to support enrollment-related processes

Boundaries and Limitations

The position does not have the authority to:

• Set enrollment strategy, tuition, financial aid, or marketing strategy
• Make solo admissions or financial aid decisions
• Approve budgets or expenditures
• Enter into contracts or agreements on behalf of the school
• Supervise staff or volunteers
• Lead or determine advancement, marketing, or school-wide DEI strategy
• Represent the school in strategic, political, or governance matters
• Speak on behalf of the Board of Trustees or Head of School
• Alter admissions, financial aid, or tuition policies
• Assume responsibilities beyond this role without mutual agreement and workload review

General Responsibilities and Duties

Admissions & Enrollment Operations

• Manage the full admissions lifecycle:
  • Inquiry intake
  • Tours and events coordination
  • Application processing
  • Admissions decisions communication
  • Enrollment contracts and onboarding
• Manage the full admissions cycle from inquiry through enrollment and onboarding
• Respond promptly and warmly to inquiries from prospective families
• Coordinate tours, interviews, and admissions meetings
• Track applications, decisions, deposits, and enrollment confirmations
• Prepare enrollment materials and coordinate enrollment contracts with the Business Office
• Support smooth transitions for new families into the school community

Systems, Communication & Process Stewardship

• Ensure timely, clear, and consistent communication with prospective and current families
• Establish and maintain effective enrollment workflows, calendars, and follow-up systems
• Maintain and update enrollment data in school databases and student information systems
• Maintain accurate records of inquiries, applicants, enrollment, and wait pool activity
• Identify process gaps or inefficiencies and recommend improvements
• Maintain class lists and enrollment projections in coordination with school leadership
• Prepare regular enrollment, retention, and pipeline reports for the School Director

Faculty Coordination & Internal Communication

• Coordinate closely with Early Childhood and Grade School faculty throughout the admissions process
• Schedule and manage student visits in collaboration with faculty; ensure teachers have necessary information and collect feedback
• Facilitate communication and collaboration for admissions-related decisions
• Maintain updated applicant and class information for faculty, including age groupings and class composition considerations (especially in mixed-age Early Childhood classrooms)
• Communicate regularly with faculty regarding enrollment trends, openings, and re-enrollment status

Events & Community Interface

• Coordinate enrollment-related events (tours, open houses, information sessions, new family orientation)
• Coordinate to host parent meetings with teachers when applicable: RFG and 1st Grade teacher meeting, others as needed
• Ensure logistics, materials, and follow-up communications are completed
• Support selected family-facing events and communications that connect enrollment, community engagement, and advancement, as capacity allows
• Partner with school leadership to ensure consistent, mission-aligned messaging

Retention & Family Experience

• Support re-enrollment and key communication points for current families
• Coordinate Rising First Grade Committee work, meetings, decision making; follow up with RFG families and School Director as necessary
• Assist in monitoring retention trends and coordinating follow-up as directed
• Help ensure a smooth and welcoming onboarding experience for new and returning families
• Support exit interviews and attrition tracking as requested

Inclusive Outreach & Access

• Support clear, welcoming, and accessible enrollment and onboarding practices for all
• Partner with school leadership to identify and improve areas that impact family access and experience.

Accountability (supported by and reports to): Reports to the School Director and works closely with faculty, administrative staff, and communications support.  Responds promptly to School Director needs and meeting requests, and can be assigned special Enrollment or Administrative projects by the School Director on an as-needed basis.

Responsible for implementation, organization, responsiveness, data accuracy, and follow-through within enrollment processes.

Scope Control & Role Boundaries (0.75 FTE)

• The role is contracted at 0.75 FTE (approximately 30 hours per week).
• Workload will fluctuate seasonally, with increased hours during peak admissions and re-enrollment cycles and lighter workloads during off-peak periods.
• Responsibilities are prioritized annually in collaboration with the Director of Community Engagement & Advancement.
• This position focuses on operational execution and systems implementation, not strategic decision-making.
• Additional responsibilities beyond the defined scope must be approved in advance and may require reassessment of priorities or FTE.

The role does not include:

• Setting enrollment targets, tuition rates, or financial aid policy
• Making final admissions or enrollment decisions independently
• Defining institutional enrollment strategy or messaging
• Leading fundraising, donor relations, or advancement initiatives
• Managing marketing or communications strategy beyond admissions logistics
• Supervising faculty or non-admissions staff
• Serving as a representative of the Board or making governance commitments
• Handling personnel, disciplinary, or HR matters
• Ongoing front-office or reception coverage beyond admissions-related needs
• Event planning or execution outside of admissions-specific activities

Qualities, knowledge, and skills 

• Understanding of and commitment to Waldorf education and school culture
• Experience in admissions, enrollment management, or related administrative roles
• Strong interpersonal and communication skills
• High level of organization, attention to detail, and follow-through
• Demonstrated ability to manage systems, databases, and workflows
• Comfort working with and optimizing Student Information Systems (e.g., Blackbaud or similar)
• Ability to manage multiple priorities in a cyclical, deadline-driven environment
• Analytical skills to interpret enrollment and retention data
• Ability to maintain confidentiality and professional discretion
• Proficiency with word processing, spreadsheets, databases, and online platforms
• Flexibility to work occasional evenings or weekends during peak admissions seasons
• Ability to lift at least 15 pounds and move between campus spaces as needed

Belongs to:  The Administration

Hired/ Fired/ Evaluated by: Head of School

Attends: Full Faculty; Development Committee

Work hours:

• ¾ FTE annually, with seasonal scheduling aligned to enrollment and advancement cycles.
• School Breaks: Office hours not typically required during the 5 weeks of school breaks, but it is the expectation that ongoing task responsibilities will be addressed as needed.

Benefits:

• Salary commensurate with experience.
• Paid time off & holidays.
• Tuition remission.
• Professional development opportunities.