Admissions Manager

Admissions Manager

School Overview

SJS is a leading independent all gender K-12 IB school in Vancouver Canada. At SJS we prioritize enriching education that nurtures learning competencies agency love for learning and student well-being. Teachers at SJS encourage students to engage thoughtfully in their learning to be risk-takers in their learning and strive to achieve their highest potential.

Position Purpose & Overview

The Admissions Manager supports all aspects of enrolment Junior Kindergarten to Grade 12 from inquiry and application to onboarding new families including re-enrolment and withdrawals. While this is a highly administrative role responsible for managing systems processes and data it is also front-facing and relationship-focused. The Admissions Manager regularly interacts with prospective families conducts interviews coordinates events and plays a key role in representing SJS admissions to internal and external stakeholders.

Strong oral and written communication interpersonal and organizational skills are essential along with a high level of professionalism. The Manager works closely with the Director of Enrolment Management to support candidate review assessments and strategic initiatives and collaborates with teachers principals the Finance Office and the Marketing team to ensure a smooth and positive admissions experience for applicants and their families.

This role is ideal for someone who thrives in a busy service-oriented environment with strong administrative responsibilitiesespecially during the peak admissions season from October through Marchand is looking to grow their skills and experience in admissions and enrolment management. It offers a meaningful opportunity to support families through an important transition while contributing to the operational strength of the enrolment team.

Key Responsibilities

Typical responsibilities and duties are inclusive of but not limited to:

Admissions and Enrolment Management

• Manage the execution of admission activities from inquiry to enrolment refining processes for optimum efficiency and customer service in accordance with SJS School policies.
• Serve as the first point of contact for prospective families responding to inquiries via email phone and in-person in a timely manner.
• Conduct candidate/family interviews and assist in the evaluation of applicant documents during peak admissions season primarily October through March.
• Oversee digital application files ensuring complete documentation for applicants and incoming students.
• Manage the enrolment database and support data analysis and reporting.
• Host and arrange school tours for prospective families.
• Collaborate with school principals teachers and the Director of Enrolment Management to prepare required materials for admissions assessments.
• Coordinate with the Finance Office to publish and track re-enrolment and new enrolment contracts.
• Ensure incoming student documentation is complete and transferred to Student Records.
• Collaborate with the Assistant Director of Marketing to update Admissions key dates and procedures on the website.
• Supports the management of the part-time Admissions Associate including onboarding training assigning tasks and providing ongoing supervision in collaboration with the Director of Enrolment Management (October to March)
• Participates in relevant professional development and stays current with best practices in enrolment management
  

Admissions Events and Activities

• Support the planning and execution of admissions events tours and assessmentsincluding scheduling registration and attendance tracking for both in-person and virtual formats
• Coordinate event logistics and details in collaboration with the Director of Enrolment Management and colleagues across departments
• Act as the lead liaison with the Events Manager and Facilities team to communicate needs and ensure smooth delivery of events
• Prepare materials for candidate assessments and manage the collection and uploading of results
• Oversee the Student Ambassadors program including training and scheduling for tours and events with support from the Director of Enrolment Management and the MYP Coordinator

Admissions Data

• Support strategic planning and execute annual updates to the admissions process.
• Organize data to review admissions processes and maintain student files.
• Manage distribution lists and event registrations.
• Ensure data accuracy in collaboration with the Finance Office and Student Records Officer.
• Compile and analyze data for reporting and strategic planning purposes.

Required Qualifications and Key Skills

Education & Work Experience

• Bachelors degree in a related field (e.g. Education Marketing Communications) or equivalent experience in admissions education administration or customer service.
• Proficiency in Google applications and data management systems (Blackbaud experience is an asset).
• Strong administrative abilities with comfort managing systems processes and timelines independently.

Qualities and Skills

• Demonstrated experience in strategic planning critical thinking and strong organizational skills.
• Excellent oral and written communication skills with a high level of professionalism warmth and discretion.
• Positive friendly and service-oriented with a genuine enjoyment of working with prospective families and supporting colleagues across the school.
• Highly dependable with a strong sense of responsibility attention to detail and consistent follow-through.
• Brings initiative and sound judgment to both day-to-day operations and the implementation of strategic priorities; able to manage multiple priorities in a fast-paced environment including occasional evening and weekend events
• Maintains a high level of confidentiality and exercises discretion when handling sensitive information.

This role may occasionally require working hours outside of school office hours evening events and morning and weekend commitments.

This job profile outlines the key responsibilities for the roles and is not meant to be exhaustive. This will include performing the administrative and related tasks or any other responsibilities required to reasonably meet the needs of St. Johns School including but not limited to the general duties outlined in the position profile.

It should be understood that the activities responsibilities and obligations of this position may be modified from time to time through discussion between the direct supervisor and the employee in order to effectively meet the requirements of the School. On rare occasions where there are urgent needs at the School an employee may be assigned to temporarily backfill role(s) critical to the schools operations and business continuity.

Success Measures

• Responds to application inquiries promptly and thoroughly receiving positive feedback from parents and prospective parents about the admissions process.
• Manages the admissions process effectively with a clear understanding of application statuses and communication of next steps ensuring families feel informed supported and confident in the process.
• Demonstrates initiative in becoming knowledgeable and up to date about all SJS programs providing accurate information to parents within the scope of the role.

Conditions of Employment

• The successful candidate will be required to complete child abuse prevention training concussion training level 1 first-aid training provided by St. Johns School and provide consent for a criminal background check for the vulnerable sector.
• Clearance on criminal record checks for vulnerable sector is a condition of employment
• The ability to legally work in Canada in an educational setting is a condition of employment.

Job Information

• Full-time permanent contract beginning immediately.
• Work location: on-site.
• Comprehensive benefits package.
• 2 weeks of vacation 2 weeks off for Winter Break 1 week off for Spring Break and a Summer Friday Closure schedule.
• Annual Salary ranges from $70000 to $80000 based on experience. Annual salary is reviewed yearly.

Reporting Structure

• Reports To: Director of Enrolment Management
• Direct Reports: None
• Department: Admissions
• Key Interactions:
  • Internal: Operations and Academic Administrators and Current Students and Parents
  • External: Prospective Students and Parents and Admin Building Visitors

Applications

All interested candidates should include the following items in their application:

• Resume & Cover Letter
• Copies of any relevant certificates and diplomas.
• Three Professional References with contact details.
  

All interested candidates should submit their complete application at the following link:

Admissions Manager

The posting will be active until filled. If you are having any problems submitting your application please email

St. Johns School is an Equal Opportunity Employer. St. Johns School is committed to building a diverse and inclusive workforce by ensuring a barrier-free work environment. We welcome applications from all qualified job seekers from BIPOC (black indigenous and people of colour) persons with disabilities 2SLGBTQ (persons of all sexual orientations and genders). If you are an applicant with a disability we will work with you to make reasonable workplace accommodations you may need for your best work performance.