Office and Database Manager - Admissions Office

Position:                Office and Database Manager - Admissions

Reports to:            Director of Admissions and Enrollment Management

FLSA:                     Non-exempt

Designation:          Staff, Full-time, 12 month

Site:                        In person, New Haven, CT

HOPKINS SCHOOL

Hopkins School is an independent, gender-inclusive, college-preparatory day school for grades 7-12, located on a 109-acre campus in the Westville section of New Haven.  Hopkins has a current enrollment of 714 students and 185 employees. The faculty and staff at Hopkins are intelligent, motivated professionals who are dedicated to their respective responsibilities and the overall mission of the School. There is a great sense of community among employees on campus and across all departments.

POSITION SUMMARY

This administrative professional works under the supervision of the Director of  Admissions and Enrollment Management. The individual in this position will advance, support, and model the mission of Hopkins School while maintaining a commitment to confidentiality, courtesy, and tact.

The ideal candidate will be positive, energetic, and must enjoy working with a broad range of constituents. Strong interpersonal skills and high emotional intelligence are essential.  Excellent organizational, office management and data maintenance skills, along with the ability to meet strict deadlines are very important to the position. Strong communication, troubleshooting, organizational and customer service skills including Microsoft Office Suite and Google applications proficiency are also required. 

KEY RESPONSIBILITIES

Office Management Responsibilities

•  Proactive in building external relationships designed to yield students by participating in recruitment activities and providing information on admission procedures/activities
• Oversee the prospective student interview and visit schedule, assist with the organization of open houses, visit days and tour days and attend those events
• Process invoices and billing for admission office supplies and other admission related items
•  Interact with various constituents of the school including Financial Aid, the Business Office, Maintenance, and Food Services
•  Maintain a positive working relationship with the other private and public schools in New Haven and surrounding area

File and Database Management Responsibilities

• Handle all data entry for the admission office, process inquiries, applications and withdrawals through Final Site Enrollment system, as well as manage all applications received through the SAO and Gateway systems
• Run basic and advanced queries, lists and reports to support admission efforts
• Oversee all new records and update information on existing records
• Manage electronic and paper files for all applicants and manage the communication with schools and prospective families regarding receipt of teacher recommendations and transcripts
•  Assist in preparation of comprehensive, data-driven reports related to recruitment, enrollment and retention for the Head of School and Committee of Trustees including monthly internal data tracking on a variety of metrics

QUALIFICATIONS

• Strong customer service skills and poised positive and professional presence interacting with a wide range of people
• Excellent database and computer skills required, expertise in data and records management preferred
•  Demonstrated proficiency with Google applications, Microsoft Office Suite and Blackbaud/OnBoard preferred
• Excellent organizational and communications skills, both written and verbal
• Ability to organize and complete multiple tasks simultaneously with close attention to detail and ability to prioritize work to meet deadlines
• Self-starter with demonstrated flexibility and initiative, able to work independently while also able to work in a team environment to achieve goals
• High professional and ethical standards for handling confidential information with complete discretion
• Willingness to work evenings and weekends as needed in support of Admission Office initiatives and events
• Prior work experience in an academic environment, preferably in a private school setting

COMPENSATION AND BENEFITS: Compensation is competitive, commensurate with experience, the salary range is $50K - $60K. Hopkins offers a comprehensive benefits package, including health insurance, retirement contributions and professional development opportunities. 

APPLICATION PROCESS: Interested candidates should submit a letter of interest, resume, and list of references to [email protected], with “Office and Database Manager - Admissions” in the subject line. Interviewing will begin in June and continue until the position is filled.

Hopkins School believes that all persons are entitled to equal employment opportunity, and it prohibits discrimination because of race, color, creed, sex, religion, national origin, age, gender, gender identity, genetic information, physical or mental disability, veteran status, marital or civil union status, sexual orientation and other legally protected classes or classifications.