ELC Admissions & Office Coordinator

Position Summary

The ELC Admissions & Office Coordinator supports both new family engagement and daily center operations. Approximately half of the role focuses on admissions, including inquiries, tours, waitlist management, and contracts. The other half provides evening front-office coverage and administrative support to ensure a warm, safe, and efficient close of day for children, families, and staff.

Key Responsibilities

Admissions Support (≈ 50%)

• Serve as the first point of contact for all ELC inquiries; return calls and emails within one business day.
• Manage the ELC waitlist in Blackbaud/Veracross and keep family records current and complete.
• Schedule and lead parent tours for Infant through ELC Three classrooms; coordinate with teachers for classroom readiness and visit etiquette.
• Communicate clearly about availability, timelines, and next steps using approved ELC language; avoid guarantees and set accurate expectations about waitlist movement.
• Collect and track required documents for admissions.
• Prepare contracts when seats are available in alignment with ELC and school policy; coordinate with Finance on tuition and fee collection.
• Send timely status updates to families at key checkpoints.
• Produce monthly pipeline reports, including inquiries, tours, waitlist counts by classroom, contracts extended, acceptances, and estimated time to fill open seats.
• Partner with the Director of Advancement on messaging, templates, and web content that enhance the family experience from inquiry to enrollment.
• Track and log parent feedback and common questions to inform process improvements.

Evening Administrative Support (≈ 50%)

• Provide dependable front-office coverage during the ELC evening shift and assist with daily close.
• Answer incoming phone calls promptly and assist parents with questions or redirect calls/messages to the appropriate staff member.
• Handle in-person parent questions or concerns during pickup in a calm, professional, and helpful manner.
• Take detailed messages for leadership or teachers when follow-up is required.
• Provide classroom coverage as needed (for ratio compliance, late parent pick-up, or until closing).
• Conduct end-of-day walkthroughs of classrooms, bathrooms, hallways, and playgrounds to ensure all children are picked up.
• Lock and secure all doors, gates, and playground access points.
• Notify leadership of major incidents, late pickups, or facility concerns.

Qualifications

Required

• Experience in early learning.
• Strong customer service and phone etiquette; clear, warm communication in writing and in person.
• Excellent organization and accuracy with data entry and recordkeeping.
• Proficiency with basic office tools and student/customer systems.
• Ability to handle confidential information with discretion.
• Commitment to the Christian mission and values of Calvary Day School.

Working Conditions & Physical Requirements

• Frequent desk work with regular walking to classrooms and tour routes.
• Ability to occasionally lift up to 25 pounds.
• Evening shift coverage is an essential function of this role.
• Successful background check and compliance with ELC training requirements.