Admissions Operations & Project Coordinator

Admissions Operations & Project Coordinator

School: The Westminster Schools
Available Position: Non-teaching Staff
Description:

The Admissions Operations & Project Coordinator plays a critical role in the Office of Admissions and Enrollment Management (OAEM). This position provides essential support and visibility into all projects within the department, including managing timelines for both standard and late admissions processes and coordinating logistics for multiple event types that run throughout the school year. This role facilitates communication with the team and vendors, assists with managing risks and issues, monitors progress, supports budget tracking, and prepares status reports.

Supervisor: Senior Director of Admissions

Supervisory Responsibilities: N/A

Position Status: Salaried, non-exempt, full-time, regular, 12-month position.

Hours of Work: Standard work week with exact hours to be determined by the supervisor. Hours may vary depending on the schedule of events. Evening and weekend work will be required.

ESSENTIAL RESPONSIBILITIES

-Develops and coordinates logistics and timelines for all events and admissions processes, ensuring timely completion by organizing tasks and schedules, using multiple project management tools, and proactively managing risks.
-Facilitates communication with internal teams and vendors, creating presentations and reports for project status updates.
-Monitors project expenses, track budgets, and ensure financial compliance.
-Monitors event outcomes, gather data, and prepare reports to help the team to assess effectiveness.
-Collaborates with the HEM, Enrollment Systems Manager and SDOA to share insights and support data-driven decisions for future events.
-Coordinates and oversees projects related to daily office operations.
-Provides support to the admissions team as needed, contributing to the overall success of the team.
-Performs other duties as assigned.

REQUIREMENTS AND QUALIFICATIONS

-A bachelor’s degree is required; coursework or experience in business operations, project management, or a related field is preferred.
-CAPM, PMP, SCRUM, or similar certification preferred
-Proven experience in project coordination, admissions and enrollment management, account management, or procurement. Experience in an educational or non-profit setting is preferred.
-Strong organizational and time-management skills, with the ability to prioritize tasks, manage deadlines, and adapt to changing priorities.
-Excellent communication and interpersonal skills; ability to work effectively with diverse stakeholders.
-Ability to work independently and collaboratively within a team environment.
-Demonstrated a proactive approach to identifying and addressing problems, with a strong initiative to take on new challenges and drive solutions.
-Proficient in Google Workspace/GSuite and Mac OS, with experience in project management software. Familiarity with Asana is preferred.
-High accuracy and attention to detail in all work activities
-Commitment to excellence, integrity, and professionalism in all aspects of work.
-Alignment with and commitment to Westminster’s Mission, Vision, and culture.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

While performing the duties of this position, the employee is required to sit; stand; walk; use hands to finger, handle, and feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch and crawl; talk and hear; engage in moderately strenuous physical activity both indoors and out. The employee may occasionally lift or move up to 20 pounds. Specific vision abilities this position requires include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

While performing the duties of this position, the employee is occasionally exposed to outside weather conditions and may frequently walk on slippery or uneven surfaces.

TRAVEL

Travel is primarily local during the regular business day. Overnight and out-of-area travel may also be required for conferences and other professional development opportunities.

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

Westminster is committed to the principle of equal opportunity in employment. It is Westminster's policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. EOE/M/F/D/V.

Note: This position description has been designed to indicate the general nature and level of work to be performed by employees within this classification. This position description should not be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. Nothing contained in this position description restricts Westminster's right to assign or reassign duties and responsibilities to this position at any time.

Contact name: Wendy Sheats, Senior Director of Admissions
Contact email address: Apply at https://www.paycomonline.net/v4/ats/web.php/jobs/ViewJobDetails?job=118833&clientkey=F51F1D2235C3D95357163F6DA7F2C001

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