Primary School Admissions Associate Director                                     Classification: Exempt

Department: Enrollment Management                                                  Status: Full-Time, 12 Month

Reports to: Chief Enrollment Management Officer                              Hire by: Head of Schools
 

School Description

Founded in Chicago in 1876, Sacred Heart Schools at Sheridan Road (Hardey Preparatory for Boys and Academy of the Sacred Heart for Girls) are independent, Catholic, single-sex elementary schools committed to academic excellence within the context of a Christian, faith-based community. The educational mission is deeply rooted in the 200-year tradition of the Society of the Sacred Heart and shared with the Network of Sacred Heart Schools located in 30 countries; including 24 schools in the United States. The essence of this tradition is the total development of each child: spiritual, intellectual, social, emotional and physical. Our girls and boys are taught in single-sex classrooms, but follow a similar curriculum and share in many activities. With a total enrollment of approximately 700 students, the Schools are organized into three academic divisions each led by a division head.

Position Description

The enrollment management team works collaboratively to build understanding and support of the Schools’ mission and programs, to invite families to join the school, and to secure resources to enhance the Schools and ensure its future. Collectively and individually, the team strives to model the values expressed in the Goals and Criteria of Sacred Heart education.

The Associate Director of Admissions for the primary school is responsible for all aspects of the admissions process from point of inquiry through matriculation for our primary school (preschool-SK). Additionally, the Associate Director assists the Admissions Team in promoting the Schools’ mission and programs to prospective parents and participates in planning and executing admissions, recruitment, and onboarding as well as retention events and activities. Significant external outreach and interface with the greater Chicago community is expected.

The Associate Director’s role is multifaceted, encompassing strategic planning, recruitment, admissions, and retention– primarily in the primary school. They are a senior leader in the school and a key driver of its success and stability. The essential job functions are to:

• Promote the school’s mission, values, and academic programs to prospective families
• Organize and attend school fairs, open houses, tours, and outreach events
• Implement admissions policies best practices as articulated by professional and accreditation organizations such as National Association for Independent Schools, the Independent Schools Association of the Central States, the Network of Sacred Heart Schools, the Enrollment Management Association, and the Association for Independent School Admissions Professionals
• Be an outward-facing, externally-relating ambassador of Sacred Heart Schools, fostering relationships and partnerships within Chicago and neighboring suburbs that can translate into admissions applicants
• Ensure a consistent and positive experience for prospective families across all touchpoints
• Contribute to the efforts of the Enrollment Team as they lead prospective families through a personalized admissions process that includes:

Parent Communication & Meetings

Serve as the primary point of contact for prospective families

• Guide families through the application process, providing timely communication and support
• Conduct initial meetings with parents to introduce the school, answer questions, and assess family fit

Applicant Interviews and Evaluation

• Meet individually with applicants to assess developmental and academic readiness for Sacred Heart’s program

• Conduct interviews with applicants (age-appropriate, often alongside academic or developmental screening)
• Evaluate prospective students for academic readiness, social-emotional development, and mission alignment.Obtain and review academic records, teacher recommendations, and any additional information needed to complete a student’s profile
• In collaboration with academic personnel, periodically reviews assessment instruments for their effectiveness and may assist in the development and implementation of new assessment instrument
• Supervise the maintenance of applicant records, including security, quality controls, and preservation of applicant confidentiality
• Oversee the implementation of the Schools’ records retention policies related to applicant information

Admissions Process Management

• Manage the end-to-end admissions pipeline, including tracking inquiries, applications, and status updates
• Coordinate shadow days, assessments, and campus visits for applicants
• Maintain accurate and confidential student admissions records in the school’s database
• Maintain accurate admissions and enrollment records in compliance with school and regulatory standards

 Admissions Committee Coordination

Coordinate the efforts of the Admissions Committee in evaluating applicant files and reaching admissions decisions including:

• Organizing meetings of the Committee and facilitating the flow of information to and among committee members
• Communicating admissions decisions to prospective parents on behalf of the Admissions Committee
• Welcoming, supporting, and facilitating new family/student communications, onboarding, and orientation activities from point of enrollment through the opening of school, ensuring each families’ smooth transition
• Preparing applicant profiles and present relevant information to the Admissions Committee
• Facilitating committee discussions and help reach consensus on admissions decisions
• Communicating admissions decisions to families in a timely and professional manner
• Supporting onboarding and transition of newly admitted students and families

Supports the Admissions Office Team

• Meets regularly with admissions staff to set goals and review progress

Re-enrollment

• Partner with faculty and administration to support student success and satisfaction
• Coordinate re-enrollment campaigns and communications to current families
• Monitor and address concerns that might affect family retention
• Works closely with the Director of Tuition Assistance and Enrollment Services on issues related to financial aid and re-enrollment

Cross-Departmental Collaboration

• Work closely with the Head of School, Division Heads, Business Office, and Marketing/Communications team

Community Engagement

• Build and maintain strong relationships with prospective, current, and alumni families, serving as a primary point of contact and an ambassador for the school
• Motivate and train faculty, staff, and current parents to serve as ambassadors for the school and to assist with admissions events and outreach

            May be responsible for other projects as identified by the Chief Enrollment Management Officer and/or Head of Schools

Qualifications:

• Bachelor’s degree required
• 5-7 years working within an Admissions environment; previous admissions experience required
• Adept in using Blackbaud or Finalsite experience a plus
• Solid writing skills, including the ability to compose letters and other correspondence, and the ability to proofread and edit documents
• Strong interpersonal and problem-solving skills, and the ability to exercise appropriate independent judgment
• Attention to detail; commitment to maintaining integrity of data

Optional But Valuable Skills/Functions:

● Bilingual for diverse communities

● Familiarity with student information systems (SIS) and admissions platforms

● Knowledge of early childhood and elementary/middle school development
 

Characteristics of Success:

• Warm and welcoming, collegial and mature; works positively with parents and children from a wide variety of backgrounds; outwardly reflects the school’s mission, culture, and values
• Manages confidential material respectfully and handles private information with discretion and tact
• Committed to providing exceptional customer service, personalizing follow-through to meet the individual needs of families
• Excellent verbal and written communication skills
• Commitment to Catholic education and comfortability in expressing its value
• A strong work ethic, highly motivated and self-directed, and excellent organizational and time management skills; attention to detail and accuracy
• Comfortable with technology and motivated to be proficient and self-sufficient in the use of Admissions Office technology

Pay Range $68,000 - $82,000 Based on experience and level of education.

Benefits:

• Retirement Benefits
• Dental insurance
• Health insurance
• Tuition Remission
• Paid time off
• Vision insurance
• Flexible Spending Accounts
• Parental Leave
• Life Insurance

To Apply

Apply directly at the School's website (www.shschicago.org) in the Career Opportunities section, submitting a cover letter and resume.

Sacred Heart Schools is an equal opportunity employer and does not discriminate.