What are the responsibilities and job description for the Administrative Assistant - Admissions position at Walsh Jesuit High School?
Walsh Jesuit High School is seeking an Administrative Assistant to support the day-to-day admissions operations, maintaining accurate prospective student records, ensure timely and mission-aligned communication with families, coordinate event logistics, and provide responsive customer service throughout the admissions cycle. This part-time, 12-month position works under the supervision of the Vice President of Enrollment Management and plays a vital role in supporting the Enrollment and Admission processes at Walsh Jesuit.
Major Responsibilities:
Database Management
- Manage and maintain accurate database records of all candidates, applicants, incoming students, and enrolled students within the Blackbaud Enrollment Management Database.
- Create and prepare specialty reports, queries, candidate/applicant profiles, candidate review lists, and mailing lists as needed.
- Monitor and process inquiry submissions, application status updates (including file submissions and event registrations), and checklist completion daily.
Admissions Processing & Workflow Support
- Manage intake and processing of application records, transcripts, letters of recommendation, and supplemental materials for each candidate.
- Assign and track checklist items for applicants; prepare documents for review meetings.
- Support documentation intake for scholarship applications.
Event Support & Coordination
- Assist with planning and executing admissions events including Open Houses, Shadow Days, HSPT Testing Days, and High School Information Nights. (Evening/weekend support for pre-determined activities is required)
- Coordinate event registration, prepare materials, track attendance, and support on-site activities.
- Follow up with attendees to ensure quality engagement and experience tracking.
Communication & Customer Service
- Answer phone calls and emails from prospective families and direct inquiries appropriately.
- Ensure all inquiries are acknowledged and logged within 24-48 hours.
- Maintain friendly, timely, and mission-aligned communication with families throughout the admissions process.
Faith Formation
- Embrace, display, and support Catholic/Christian values and spiritual formation.
- Regular participation in Ignatian formation activities including the school’s formal formation program, school masses, retreats, and other activities/events as scheduled.
Qualifications:
- Experience in office administration, admissions, customer service, or database management preferred.
- Proficiency in Microsoft Office; willingness to learn new systems (experience with Blackbaud a plus).
- Excellent attention to detail, organizational ability, and confidentiality.
- Warm and professional written and verbal communication skills.
- Commitment to the mission and values of Jesuit, Catholic education.
Compensation and Benefits
Walsh Jesuit is a wonderful community and, as a part-time employee, the Admissions Coordinator will be eligible to participate in the school’s 401k plan with matching contributions within the first month of employment along with pro-rated paid time off.
Walsh Jesuit High School, a Catholic college-preparatory high school in Cuyahoga Falls, Ohio, held its first classes in 1965 and continues to reach beyond academic excellence to develop competence, conscience, and compassion within its students while teaching them to actively engage with their community as men and women for others.
