Admissions Coordinator

Colorado Springs, CO

Fountain Valley School, a selective and diverse boarding school, educates 250 students in grades 9–12 on a beautiful 1,100-acre campus in Colorado Springs, CO. Founded in 1930, the School provides a rigorous, global curriculum in academics, arts, athletics and the outdoors. 

The Opportunity:

This position is responsible for the day-to-day and long-term integrity and accuracy of the student database system which currently includes Blackbaud’s Enrollment Management. This position provides data to the Admission Office by managing all online enrollment inquiries, applications, online re-enrollment, new enrollment and current student, parent, and faculty/staff records. 

Duties and Responsibilities:

  • Manage, maintain, and update records in the Enrollment Management database, including student and parent, records on an ongoing basis.
  • Remain current on all updates and changes to database software, and share changes and other innovations and advancements to inform the teams you support.
  • Introduce new ideas and best practices to the data processes for adding efficiencies and greater data integrity.
  • Be able to pull lists, data, and support the communication department with outreach to interested families. 
  • Support the data needs of the enrollment/admission team, including responsibilities such as manage and maintain the educational consultant, student and family database. 
  • Prepare monthly admission dashboard reports by querying the database weekly, ensuring all data is accurate before distributing the related reports.
  • Serve as the Designated School Official (DSO) for international student admissions and enrollment (must maintain a current passport).
  • Responsible for student and school compliance to federal regulations as established by the Department of Homeland Security. Organize all international student related processes, procedures. Correspond directly with SEVIS regarding any questions that may arise for students that do not fall into the normal I-20 issuance processes.  
  • Create international student I-20’s in SEVIS and send to students with all back up documents, register students in SEVIS at the start of the school year and again at the second semester and terminate students who no longer qualify for I-20 status. Transfer graduating students, I-20 records out to colleges and transfer existing I-20 students into FVS.
  • Responsible for creating yearly re-enrollment and new student enrollment agreements working closely with the student billing team. 
  • Assign agreements and financial aid to students. 
  • Accept executed agreements and enroll students.
  • Create communications to be sent with returning and new students including, accepted, waitlisted, deferred and denied status.  Send reminders to families for agreements/deposits not received.
  • Process online inquiries, assign to admission counselors, send initial correspondence.
  • Track student progress throughout the admission process to enrolled status
  • Assign username and passwords to all new applicants and parents.  Reset accounts for new and existing users as necessary.
  • Answer admission main line calls with courtesy and support, responsible for admission generic email account.
  • Coordinate student day visits with teachers/dorms/coaches. Create and print schedules, have parents sign required permission forms, send visit notices to school faculty/administration and security.
  • Coordinate three Open Houses a year - Fall, Winter, Spring.  Create schedules for all visitors, coordinating with faculty and coaches. Take photos of all student visitors, print and upload into their record.  Create gift bags for the events.
  • Process round square students.
  • Order all office “swag” - work closely with the communication department to determine items ordered, acquire bids from vendors, update inventory of swag supplies.
  • Maintain electric files on all students including financial aid files. 
  • Send copies of files to the dean’s office when students are enrolled.  Request final transcripts for newly enrolled students at the end of the school year.
  • Provide data requested from various constituencies throughout the school.
  • Produce data files and perform mail merges for all enrollment mailings.
  • Other administrative duties as assigned by supervisor and/or by head of school.

Qualifications:

  • Strong technical skills required, including the ability to use resources available to solve technical issues.
  • Experience with Blackbaud’s Suite and Education Edge preferred.
  • Strong skills in Google, Excel, Word merges, and tracking preferred.
  • Proven track record of success in a confidential working environment required.
  • Experience in an admission office in an independent school preferred.
  • Bachelor’s degree required. 
  • A minimum of five (5) years working with similar data
  • High attention to detail, excellent strategic, analytical, and problem-solving skills.
  • Ability to proactively anticipate data and information needs, challenges, and solutions in an educational environment.
  • Strong interpersonal oral and written skills required, including the ability to communicate effectively with all constituents, parents, alumni, and faculty/staff.

Working Conditions: 

  • Environment: office and indoor classroom working with some outdoor events
  • Physical demands: able to sit and stand for at least 8 hours per day; must be able to lift 40 lb.
  • Attendance at certain community events will be required.
  • Working relationships: students, parents, outside vendors, and all other employees

Salary: $45,000 to $55,000, depending on experience and education

Benefits:  Medical, Dental, Vision, Short and Long Term Disability, Life Insurance, Retirement Plan with Match, EAP

Application Deadline: April 1, 2024