Job Details

Enrollment Management Administrative Assistant

Catlin Gabel School, Portland, OR

Job - Education

Close Date: 04/12/2019

At Catlin Gabel School, we have a clear vision: to be the place where a diverse mix of talented people want to come, stay and do their best work as educators. We pride ourselves on being a warm and welcoming community, and we know our school's success is due in large part to the hard work and dedication of our passionate employees.

Catlin Gabel's dedication to promoting diversity, multiculturalism, and inclusion is clearly reflected in our curriculum and in our mission. We are fully focused on equality and believe deeply in diversity of race, gender, sexual orientation, religion, ethnicity, national origin and all the other fascinating characteristics that make us different. Applications are welcome from anyone and everyone.

Position Title: Enrollment Management Administrative Assistant
Department: Administration

FTE: 1.0 (Non-Exempt; Level: 1)

Reports to: Assistant Director of Admission

The Enrollment Management Administrative Assistant is responsible for supporting the Enrollment Management Team (Admission, Marketing & Communications, and Institutional Research) in its daily operations and managing the main reception for the school. This is a year-round position. During the school year, the position requires consistent front desk/phone coverage between 8:00 am – 4:00 pm with arrival at 7:45 am and end of day at 4:15 pm.


Provide Administrative support to the Enrollment Management Team (EM):

Ø Welcome and check-in all guests including parents/guardians for admission tours, generate name tags, offer print materials & coffee
Ø Provide administrative support for admission process for all grades including, but not limited to, entering information in admission database such as recording parent tours, student visits, and event attendance. Assist team during the particularly busy application season (October - March) by monitoring and processing incoming school records and other documents, etc.
Ø Support the communications team with administrative tasks including online communications such as newsletters, website edits and updates, and publications orders with vendors
Ø Prior to each admission tour, research and inform admission directors of family affiliations and/or previous application history via notes on their respective calendar appointments
Ø Manage EM team budget by tracking, allocating and reporting expenses; process the monthly Visa report for the Director of Enrollment Management
Ø Coordinate the EM team calendar in Outlook and Microsoft Teams. Reserve conference rooms/spaces via online calendar system. Order catering for meetings and events as needed.
Ø Help with admission events (catering, nametags, packets/supplies); attend Open House (one Sunday/year)
Ø Coordinate team meetings (assign roles, delegate snack person, agenda items, venue confirmation)
Ø Assist with team communications. Merge all admission decisions as well as prepare hard copy admission letters and envelopes to admitted students. Produce query data as requested for invitations, thank you notes, and other needs. Manage and respond to the team email accounts.
Ø Support team with special projects as needed. Assist with or coordinate other duties assigned by the Director of Enrollment Management or the Assistant Director of Admission.

Manage the School's reception in a friendly, courteous, and efficient manner:
Ø Respond to incoming calls from the public, prospective parents, and school community and route calls.
Ø Greet all visitors in the reception area, contact their host or other appropriate individual and make sure they are directed properly while on campus.
Ø Ensure lobby is kept neat and supplied with coffee and hot water daily for reception beverage station and order supplies as needed.
Ø Manage electronic visitor check-in process, provide name tags to visitors.
Ø Order office supplies monthly for the reception area, Toad Hall central supplies, and by special request for Toad Hall staff.
Ø Assemble admission packets and stock literature display as needed and turn on lobby slide show daily
Ø Post relevant school events weekly to the lobby display board
Ø Responsible for scheduling facilities requests/needs for the common areas in Toad Hall (coffee stations, breakroom, copy area, restrooms, and lobby); Request building maintenance needs via online work order system.
Ø Coordinate service of Toad Hall equipment with IT department and Pacific Office Automation.
Ø Maintenance of Toad Hall first aid kit, responsible for initial communication/announcement role during routine emergency drills and possibly in time of school declared crisis.

Bachelor’s Degree and minimum of 2-3 years clerical/administrative/project management experience or any combination of experience and education which provides the applicant with the desired skills, knowledge and ability required to perform the job.

FOR MORE INFORMATION AND TO APPLY, PLEASE VISIT: Applicants MUST apply via the provided link to be considered.

Complete details: