Admissions and Marketing Coordinator

Position Description

Purpose:

The Marketing and Admissions Coordinator (MAC) is a full-time, 12-month support staff position that assists with all admission and marketing activities, including administrative details for applications, scheduling appointments, retention programs, and maintaining student databases for Westminster Academy. The MAC represents Westminster Academy to the public and requires the interpersonal skills of choosing joy, discretion, good judgment, and confidentiality. The assistant will serve as the first point-of-contact for the office of admissions and marketing. All employees of Westminster Academy must strive to “love the Lord in front of our students” and make the Christian faith observable in all aspects of the school community. The MAC is a minister of the Gospel in all facets of life at Westminster Academy. He/she is a role model for students and faculty and his/her walk with the Lord should be evident. The Christian mission, vision, and statement of faith of the school must guide the MAC as he/she interacts with parents, students, faculty, guests, contractors, and all those within and outside our faith community.

Reports to: 

● Director of Admissions

● Director of Marketing & Communications

Works closely with: 

● Administration

● Faculty and Staff

● Parents and volunteers

Specific Responsibilities: 

Admissions

Receive calls and voicemails for admissions and respond or direct the calls appropriately
Create, monitor, and maintain all calendars for tours, shadow days, and assessments
Work with the lead ambassador to ensure all tours are covered appropriately
Greet tours and complete tour wrap-ups when the director of admissions is unavailable
Initiate contact with families who schedule tours, and write thank-you notes or make a timely follow-up with touring families
Plan for and execute all prospective student shadow days
Monitor and update admissions checklists, including release of records, teacher and parent questionnaires, and admissions assessments
Monitor inventory of marketing and admissions materials, updating and reordering as necessary
Oversee transfer of new student records to other departments
Assist with maintaining the departmental budget

Retention-Related Tasks

Assist with planning and hosting school events
Recruit, train, and monitor Amicus family buddy system
Plan, order, and create new family welcome kits and oversee delivery
Create & assist with new family on-boarding materials and events
Organize and maintain the used uniform shop
Maintain inventory and organize Spirit Shop and assist with sales at school events
Assist with implementation of the Parent Ambassador Program

Marketing

Help coordinate workflow of school-branded items such as House T-shirts & sweatshirts, Senior sweatshirts, Senior yard signs, etc.
Help with school video/photography and social media postings weekly
Act as the main point of contact for junior ambassadors
Assist in the weekly scheduling and recording of the WA podcast (ZipCast)
Maintain the public calendar with event creation and ticketing as necessary
Maintain lobby TV display
Help plan and schedule preschool visits with Jr. Ambassadors
Assist with maintaining the departmental budget

Marketing Events

Assist with all open houses and other admissions events. Some events will occur outside of regular school hours
Act as point person for First Friday Fun events, including planning crafts and purchasing food
Assist with all logistics regarding parent education nights
Assist with execution of new parent and new student events in summer and the start of school
Assist with execution of Next Year Night for 8th grade families
Help plan and execute Home School recruitment days