Admissions & Advancement Operations Coordinator

Position Title: Admissions & Advancement Operations Coordinator

Full-time/Part-time: 12-month 

FTE: 1.0

Classification: Non-Exempt

Reports to: Director of Admissions

Pay Range: $29-$36 Hourly (Depending on experience)

Supervises: None 

About Presentation High School

Presentation High School is an independent Catholic college preparatory school for young women. We offer a competitive salary, comprehensive benefits, and a close-knit professional community. We seek talented and innovative professionals who have a commitment to excellence and passion for our mission.

Position Summary

Presentation High School seeks a highly organized, detail-oriented, and mission-driven Admissions & Advancement Operations Coordinator to serve as a key member of the Admissions and Advancement team.

This position plays a central role in supporting student recruitment, enrollment operations, constituent engagement, event execution, and departmental project management. The Coordinator serves as a primary operational resource across Admissions, Advancement, Alumnae Relations, Community Engagement Events, ensuring the seamless execution of programs, communications, data management, and constituent experiences.

The ideal candidate is highly organized, technologically savvy, and energized by creating systems and processes that support both enrollment growth and community engagement. This individual will combine strong project management skills with a customer-service mindset and the ability to manage multiple priorities in a dynamic school environment.

The position allocation is approximately:

• 50% Admissions Operations & Enrollment Support
• 30% Advancement, Alumnae & Community Engagement Support
• 20% Data, Technology, Website & Project Coordination

Essential Duties and Responsibilities

Admissions Operations & Enrollment Support (Primary Focus)

• Serve as a primary point of contact for prospective students and families throughout the admissions and enrollment process.
• Coordinate admissions operations, including application management, event registration, enrollment workflows, communications, and reporting within SchoolAdmin.
• Support recruitment initiatives, campus visit programs, outreach activities, and enrollment events.
• Maintain accurate admissions records and provide data, reporting, and insights to support enrollment goals.
• Collaborate with the Director of Admissions to enhance processes, improve family experience, and support strategic enrollment initiatives.

Data Systems, Technology & Website Management

• Serve as a primary administrator of SchoolAdmin and other departmental technology platforms.
• Manage data integrity, reporting, system maintenance, and operational workflows across Admissions and Advancement.
• Maintain website content, online forms, event registration platforms, and digital communications tools.
• Identify opportunities to improve efficiency through technology, automation, and process enhancements.

Advancement, Alumnae & Community Engagement Support

• Support engagement initiatives involving alumnae, parents, donors, volunteers, and community partners.
• Coordinate communications, outreach efforts, volunteer activities, and constituent engagement projects.
• Assist with stewardship, relationship-building, and community engagement efforts that strengthen connections to Presentation High School.

Event Planning & Execution

• Support the planning and execution of admissions, alumnae, advancement, community engagement, and school-wide events.
• Manage event logistics, registration systems, vendor and volunteer coordination, communications, timelines, and on-site execution.
• Assist with post-event follow-up, reporting, and continuous improvement efforts.

Administrative & Project Management Support

• Coordinate departmental projects, calendars, timelines, meetings, and operational priorities.
• Prepare reports, presentations, and supporting materials as needed.
• Support cross-functional initiatives and ensure projects remain organized and on schedule.

Desired Experience

Required

• Bachelor's degree or equivalent combination of education and experience.
• Three or more years of experience in admissions, enrollment management, project coordination, marketing, events, operations, or a related field.
• Experience managing multiple priorities, projects, and stakeholders simultaneously.
• Strong technical proficiency and experience working with databases, CRM systems, or enrollment platforms.

Preferred

• Experience in independent schools, Catholic schools, higher education, nonprofit organizations, or mission-driven institutions.
• Experience with SchoolAdmin, Finalsite, Niche, Bloomerang, or similar systems.
• Experience with website content management and digital communications platforms.

Knowledge, Skills & Abilities

• Exceptional organizational, project management, and customer service skills.
• Strong written, verbal, and interpersonal communication abilities.
• Ability to manage multiple priorities while maintaining attention to detail.
• Proficiency with database systems, website content management tools, Google Workspace, and Microsoft Office.
• Ability to analyze data, generate reports, and leverage technology to improve processes.
• Collaborative, proactive, and service-oriented approach.
• Commitment to the mission and values of Presentation High School.

Physical Demands

The physical demands described below represent those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, Presentation High School provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets the skill, experience, education, or other requirements of the position and who can perform the essential functions of the position with or without reasonable accommodation. 

The Admissions & Advancement Operations Coordinator must be able to: 

• May be required to lift up to 10 lbs.
• Work Monday through Friday from 8:00 a.m.-5:00 p.m. with availability to work outside of normal office hours, with availability on nights or weekends
• Sit, stand, walk, climb stairs or ladder, reach, perform repetitive hand motions, hear, speak 
• Considerable time is spent at a desk using a computer terminal. 
• Work with frequent interruptions

Work Environment

Typical office environment

Occasional evening and weekend work required for admissions events.

Ability to move throughout campus and attend off-campus recruitment events as needed.

Travel to other buildings on the campus.

EEO Statement

Presentation is an Equal Opportunity Employer and encourages all qualified individuals to apply. Eligible applicants requiring reasonable accommodations to complete the application process may contact the Human Resources Department at (408) 264-1664. California Relay Service is available at (800) 735-2922 voice and (800) 735-2929 TDD. Presentation reserves the right to restrict hiring to individuals within the Catholic faith and requires that all employees conduct themselves in accordance with the religious tenets of the School in order to support its mission.