Admissions Assistant; Bilingual Mandarin

Admissions Assistant (Admissions & Enrollment Support)

Location:

Irvine / Costa Mesa

Employment Type:

Full‑time

Reports To:

Admissions Manager / Director of Admissions

• Admissions & Enrollment Support
  • Inquiry & Lead Management
    • Respond promptly and professionally to parent and student inquiries via phone, email, WeChat, and other communication channels
    • Log inquiries, assess family needs, and schedule next steps such as campus tours, information sessions, interviews, and assessments
    • Support lead‑to‑application and application‑to‑enrollment conversion through timely follow‑up
  • Application Materials Management
    • Assist with collecting, reviewing, and organizing application materials, including but not limited to:
      • Application forms
      • Academic transcripts and report cards
      • Recommendation letters
      • Passport or identification documents
      • Immunization and health records
    • Maintain application checklists and send reminders for missing or incomplete documents
  • Scheduling & Coordination
    • Schedule admissions interviews, academic assessments, trial classes, and school visits
    • Coordinate availability with faculty, interviewers, and administrators
    • Prepare meeting links, reminders, attendance tracking, and follow‑up communications
  • Systems & Data Management
    • Enter, update, and maintain applicant records in admissions systems and CRM tools (e.g., Blackbaud, Google Sheets, Airtable)
    • Track application status, communication history, document uploads, and key milestones
    • Ensure data accuracy and consistency across systems
  • Communication & Documentation Support
    • Assist with sending admissions decisions (acceptance, waitlist, denial), enrollment instructions, and payment reminders using approved templates
    • Provide bilingual English/Chinese communication support when required
  • Admissions Events Support
    • Support Open Houses, webinars, school tours, and other recruitment events
    • Assist with registration, materials preparation, check‑in, and post‑event follow‑up
  • Compliance & Confidentiality
    • Handle student records in accordance with school policies and FERPA requirements
    • Maintain strict confidentiality and data security at all times
  • Other Duties
    • Perform additional admissions‑related tasks as assigned by the Admissions Manager or Director
  • Cross‑Functional Support
    • Counseling / College Counseling
      • Collect key academic background information prior to enrollment (course history, language proficiency, standardized testing, interests)
      • Prepare intake summaries for counseling teams
      • Coordinate meetings related to course planning or placement
      • Track and archive transcript release and transfer documentation
    • Academic / Faculty Support
      • Assist with scheduling academic interviews, assessments, or trial classes
      • Compile and upload faculty feedback and assessment results
      • Notify relevant stakeholders to support admissions decisions
    • Registrar / Records Office
      • Assist with preliminary review of enrollment and registration materials
      • Verify data accuracy (student name spelling, DOB, grade level, parent information)
      • Assemble enrollment file packages and coordinate handoff to the registration process
    • Business Office / Finance
      • Track deposits, tuition, housing fees, insurance, and other required payments
      • Send payment reminders, receipts, and payment instructions
      • Reconcile enrollment and payment status with the Business Office and flag discrepancies
    • Boarding / Student Life (if applicable)
      • Assist with collecting housing applications, roommate preferences, and health/allergy information
      • Support distribution and confirmation of move‑in, check‑in, and airport pickup instructions
    • International Student Support (if applicable)
      • Assist with tracking required documentation for I‑20 / visa processing (document collection and internal handoff)
      • Track arrival dates, airport pickup needs, insurance, physical exams, and immunization progress
      • Coordinate information transfer to designated international student teams
    • Marketing / Operations
      • Organize and distribute leads generated from admissions events
      • Support post‑event follow‑up
      • Compile FAQs and parent feedback to improve admissions messaging, materials, and workflows
    • IT / Systems Support (within scope)
      • Assist with account setup and system invitations (parent portals, email, learning…