Administrative Assistant to Admission

At Westridge, a forward-thinking independent girls’ school for grades 4-12 located in Pasadena, California, students have the space to develop the skills and confidence needed to draft their own extraordinary story. Since 1913, Westridge has been a leader in girls’ education, providing an unrivaled learning environment focused on girls’ academic and personal development. Westridge balances challenging academics and a focus on leadership with a priority on social-emotional wellbeing. Westridge students develop a strong sense of self and a thoughtful consideration of their responsibilities to others and the world. Throughout its long history, Westridge has remained committed to its pioneering legacy so that each girl rises to her full potential and that women collectively rise to gender equity in the fullest sense.

The Administrative Assistant to Admission plays a vital role in supporting admission and enrollment management initiatives for Westridge School, grades 4-12. As a member of the Admission Team, the Assistant reports to the Director of Admission and will have a commitment to diversity, equity, and inclusion, and support a work environment of collaboration, initiative, and professionalism. Maintaining our high standard of personal touch with all constituencies, the Assistant works closely with the Director and the Senior Admission Associate to implement programs and procedures that support a mission-focused enrollment management program, including an exceptional and welcoming admission process from inquiry to enrollment that is effective, efficient, and organized in a fast-paced environment. Exhibiting excellent interpersonal and technical skills, the Assistant acts as a supportive and reliable thought-partner and colleague for the Admission Team, helping to manage recruitment initiatives, events programming and logistics, and admission and enrollment data.

Specific Responsibilities:

• Serve as primary point-of-contact for phone calls and emails to the admission office and assist with all office communications, including in-person communication with prospective families as well as internal communications to faculty, staff, and administration.
• Monitor inquiries throughout the season; prepare and mail inquiry packets and admission packages in a timely manner.
• Assist with all aspects of the online admission application system, including edits and updates to application forms and maintaining data and records.
• Set up and manage the online scheduling system for parent interviews, including coordinating and scheduling both applicant parent and administrator availability. Conduct parent interviews as needed.
• Lead Student Admission Ambassador program, including the afternoon tour and Open House sign-up process.
• Manage transportation and student ambassador logistics associated with school visits and evening fairs.
• Complete ongoing admission portal tasks as directed by the Senior Admission Associate and Director of Admission, such as auditing and maintaining accurate and up-to-date student admission files.
• Assist admission committee preparation by the monitoring and auditing of application materials, ensuring applicant file completion and readiness for admission committee work.
• Take the lead in the timely and accurate compilation of data and feedback in preparation for admission committee meetings.
• Assist with the management of admission decision notification communication, including contracts as needed.
• Facilitate online events/webinars, including electronic rsvp system, panelist participation, and guest engagement.
• Assist with the logistic and hosting responsibilities corresponding to the execution of all admission events.
• Facilitate survey/form administration related to interviews, activity days, and post-season feedback.
• Maintain and distribute accurate enrollment data to designated recipients.
• Maintain spreadsheets related to applicant and student data.
• Assist other departments and divisions as necessary in the summer with administrative support and programming (such as Tiger Camp), as directed.
• Other duties as assigned.

Requirements and Qualifications

• Bachelor’s degree preferred.
• Excellent interpersonal, verbal, and written communication skills. Ability to speak Mandarin and/or Spanish desired.
• Be customer service oriented.
• Be proactive, self-motivated, and show strong initiative.
• Ability and desire to work collaboratively as a team player and be able to take direction, while also effectively managing up as needed.
• Discretion in handling confidential information and maintaining confidentiality within the Admission Office.
• Ability and desire to learn and be able to communicate effectively about the Westridge mission and program to prospective families and peer schools.
• Cultural competency and a demonstrated commitment to diversity and inclusion as an essential component of a successful and thriving school community
• Exceptional facility and aptitude with …