Admissions Assistant; Bilingual Mandarin

Overview

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 platforms)
    • Support basic parent login issues and escalate to IT as needed
    • Help maintain templates, forms, and automated email workflows

• 1+ year of experience in administration, customer service, or education-related roles preferred (strong new graduates welcome)
• Highly organized, detail-oriented, and able to manage multiple tasks and deadlines
• Strong communication and customer service skills, with professionalism and patience when working with families
• Proficient in Microsoft Office and Google Workspace
• Experience with CRM or SIS platforms (e.g., Blackbaud) is a plus
• Bilingual English/Chinese proficiency preferred or required if supporting international families
• Availability to support occasional evening or weekend admissions events (with flexible scheduling or comp time)