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Admission Associate, Upper School

Company: The Harker School
Location: San Jose
Posted on: May 26, 2023

Job Description:

Job Details

Job Location
Upper School - San Jose, CA

Position Type


The Harker School, a private TK - 12, located in San Jose, CA, seeks qualified applicants for a full-time, benefited position as an administrative assistant to the Upper School Director of Admission. Work schedule is Monday Friday, 8:00 am 5:00 pm, with a 60-minute meal break.

Estimated Hourly Range: $25.00 - $34.00 per hour.

Position Summary

This position will provide administrative support to the Upper School Admission Director in all tasks associated with the admission process for grades 9 12 and supporting our mission in the community through interactions with parents, students, administrators, faculty and staff. Each day brings an opportunity to learn something new, and to engage with our wonderful and inspiring community. This encompasses a wide-range of responsibilities relating to the coordination of student recruitment and admission efforts including (but not limited to) database and office management, public relations, communication, event planning, and working on other projects or duties, as assigned.

Each interaction should be guided by our institutional Values in Action:

  • greet cheerfully
  • seek to understand
  • lean in
  • discover daily
  • make a difference with honor and integrity


    • 2-5 Years of administrative experience
    • Experience working in a school or marketing a plus (3-5 years preferred)
    • Ability to communicate and write fluently in Spanish a plus Essential Duties and Responsibilities
      • Collects and maintains all records necessary for the admissions process for grades 9 -12
      • Maintains information in various databases and has expert knowledge of the following systems:
        • Admissions database, Ravenna, for grades 9-12
        • Student cumulative files
        • Student information system
        • Generates letters and reports from various databases and files. Examples include student enrollment reports and re-enrollment records
        • Coordinates mailing application materials to prospective families
        • Provides outstanding customer service and support to prospective and current school families, both in person, via email, and on the telephone
        • Schedules appointments and campus tours for Director; conducts tours when Director is not available
        • Follows up appropriately and promptly to all inquiries regarding the admission process
        • Works with the Office of Communication to develop and maintain admission materials
        • Provides logistical support for all admission events (Open Houses, New Student Orientation, Etc.)
        • Meets/greets prospective families at admission events and on a drop-in basis during school hours Other Duties and Responsibilities
          • Special projects and/or other general office duties and assistance as assigned, requested, or needed
          • Provide support services or complete tasks, as assigned, for other departments (Administrative Services, Admission, etc.) as needed and/or as directed by management or a member of the Administration Knowledge, Skill & Ability Requirements
            • Demonstrates and supports a culture of diversity, equity, and inclusion
            • Ability to relate well to and communicate effectively with people from diverse backgrounds
            • Proficiency in all related computer applications including Google Suite, Microsoft, and Adobe
            • Ability to successfully learn, navigate and use Harkers internal programs and systems including the student information system
            • Excellent written and oral communication skills
            • Self-starter capable of working independently as well as in a team environment
            • Ability to work collaboratively and effectively with Admission staff and other constituents (i.e., faculty, students, alumni, parents, and administrators)
            • Ability to maintain strict confidentiality with highly sensitive information
            • Ability to manage and prioritize multiple tasks simultaneously
            • Exhibits high attention to detail and is efficient and meticulous with their work

              Working Conditions

              The Administrative Assistant may spend long hours sitting and using office equipment and computers, which can cause muscle strain. Lifting of supplies and materials will occur from time to time. May occasionally be called upon to work overtime. Some admission events take place in the evening or weekend.

Keywords: The Harker School, San Jose , Admission Associate, Upper School, Other , San Jose, California

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