Admissions Coordinator

About the role

Menlo School is seeking an energetic and dedicated individual to join our Admissions Office as the Admissions Coordinator. This role serves as a key ambassador for Menlo's mission, values, and brand. The position fulfills four core functions: administrative support for the Director of Admissions and Financial Aid; primary point of contact for prospective families; coordination of daily admissions operations and document workflow; and logistical execution for admissions testing and events. This role offers opportunities for professional growth and increased operational responsibility over time. This is a full-time, 12-month, non-exempt, on-site position.

Responsibilities

Primary areas of responsibility include but are not limited to:

• Maintain calendars and schedule meetings for the Director and the Admissions Office, coordinating with internal and external stakeholders.
• Filter, prioritize, and respond to incoming emails and inquiries on behalf of the Director.
• Prepare agendas, reports, meeting materials, room bookings, and AV setup for departmental meetings.
• Order, track, and maintain inventory for admissions collateral, office equipment, technology, and event supplies.
• Provide occasional coverage for the school reception desk as scheduled.
• Deliver high-touch, welcoming service to prospective students and families during campus visits, calls, and email inquiries.
• Triage and respond to communications from prospective families, feeder school personnel, and educational consultants.
• Coordinate translation services and multi-language support (e.g., Spanish, Mandarin) for admissions materials, webinars, and events.
• Collaborate on student onboarding and re-enrollment procedures across Upper and Middle School divisions.
• Administer the admissions database (Ravenna/Kira); maintain accurate records and generate reports for decision-making and yield projections.
• Process application materials, clean data, tag files, and follow up with families and sending schools to complete application files.
• Upload and process testing data (Star Assessments, writing samples) and facilitate score sharing with peer schools upon request.
• Prepare and execute paper mailings and bulk digital communications for prospective and admitted families.
• Organize setup, facilities requests, vendor deliveries, and tech support for admissions events and testing sessions.
• Assist in conducting campus tours, proctoring assessments, and facilitating prospective student interviews.
• Engage with student admissions ambassadors and collaborate with the Communications team on master calendar scheduling.

Core Competencies

• Mission Alignment: Deep understanding of Menlo School's mission, values, and independent school admissions cycles.
• Commitment to inclusion and belonging: Active dedication to diversity, equity, inclusion, belonging, and ongoing cultural competency.
• Professionalism: High level of integrity, discretion with confidential information, and strong interpersonal warmth.
• Organization: Meticulous attention to detail, problem-solving orientation, and strong time-management skills.

Qualifications

Required:

• High School diploma or equivalent (Bachelor's degree preferred).
• Minimum 2 years of professional administrative or office experience.
• Strong written and verbal communication skills in English.
• Proficiency in Google Workspace, database management, and Excel/Google Sheets (data analysis, tables, basic formulas).
• Ability to meet physical requirements of the role with reasonable accommodations.

Desired:

• Fluency in Spanish or Mandarin.
• Experience with Ravenna, Kira, Asana, Notion, or similar database/project management platforms.

Working Conditions & Physical Requirements

• Requires sitting, standing, walking around campus (indoors/outdoors), computer work, and occasional lifting of up to 30 lbs.
• Requires occasional evening and weekend availability for admissions events, as well as light travel for approved professional development.

Pay & Benefits

The expected base salary range for this role is $80,000 – $105,000. Final placement within the range is determined by several factors, including skills, experience, education, job level, internal equity, full-time or part-time status, and scheduled working months, leaving room for salary growth.

We offer: An exceptional work environment and caring community, highly competitive salary, and a comprehensive benefits package, including generous contributions to a retirement plan for eligible employees and their families.