BFIS Admissions Coordinator

The Admissions Coordinator is a key member of the Admissions Team and supports the Director of Admissions in achieving the school’s enrollment goals. This is a dynamic, relationship-driven and data-informed role focused on guiding prospective families through the admissions journey while ensuring accurate data management, smooth operational processes, and excellent customer service.

Guided by the school’s mission, admissions philosophy, and policies, the Admissions Coordinator helps identify, recruit, and enroll students and families who are well-aligned with BFIS academically, socially, and emotionally. The role requires strong interpersonal skills, administrative precision, data analysis capabilities, and close collaboration with pedagogical leadership.

Reports to: Director of Admissions

Collaborates with: Pedagogical Leadership Teams, Principals, Faculty, Communications & Marketing, IT Department, Prospective Families, Students and Feeder Schools.

Key Areas of Responsibility 

Family Engagement & Customer Service 

  • Serve as a primary point of contact for prospective families via email, telephone, and in-person meetings.
  • Respond to and record general inquiries in a timely and professional manner.
  • Provide high-level customer service to families, agents, feeder schools, and members of the BFIS network.
  • Guide prospective families through each step of the admissions process with clarity, empathy, and efficiency.
  • Schedule and conduct campus tours, admissions interviews and admissions assessments.
  • Demonstrate strong listening skills during interviews and interactions with families.
  • Represent BFIS professionally at recruitment events, fairs, feeder school visits, and community events.
  • Work flexible hours when required (e.g., Open Houses, Orientation, special recruitment events).

Application Management & Open Apply Administration

  •  Manage and compile applications through the Open Apply Admissions platform.
  • Monitor application completion and follow up on missing documentation.
  • Assemble and review application materials including transcripts, immunization records, recommendations, essays, and supporting documents.
  • Ensure all documentation is complete and properly filed (digital and physical systems where applicable).
  • Maintain and organize admissions file storage systems (digital and physical) in line with school procedures.
  • Protect confidentiality and ensure compliance with data protection requirements and local education regulations, including secure handling and storage of student and family records.
  • Prepare electronic admissions summaries for review by the Admissions Committee.
  • Maintain clear, reliable reporting structures through strong CRM hygiene: data accuracy standards, consistent data entry, and regular audits in Open Apply and Coordinate re-enrollment processes and ensure required documentation is submitted by current families.
  • Collaborate with IT on year-to-year rollovers and system updates.

Assessment & Pedagogical Coordination 

  • Schedule student assessments and interviews in coordination with families and relevant staff.
  • Administer and coordinate NWEA MAP testing for applicants, ensuring accurate setup, proctoring, and reporting.
  • Liaise with the Pedagogical Leadership Teams regarding student applications, assessments, placement decisions, and academic considerations.
  • Coordinate with Principals to ensure comprehensive evaluation of applicants.
  • Collect, organize, and share assessment data for admissions decision-making.
  • Support leadership teams with admissions-related data relevant to academic planning and forecasting.
  • Flag capacity and balance considerations that affect admissions decisions, including grade-level sectioning, language support capacity, and learning support bandwidth.

Data Management, Reporting & Analysis

  • Assist the Admissions Director in tracking and monitoring Key Performance Indicators including:
    • Inquiries
    • Campus visits
    • Applications
    • Offers
    • Yield on offers
    • Enrollment forecasts
    • Financial projections
  • Maintain accurate data collection related to visits, inquiries, events, recruitment efforts, and conversion rates.
  • Generate statistical and analytical reports to support strategic enrollment planning.
  • Use Excel (including pivot tables) to analyze trends and provide actionable insights.
  • Support forecasting and enrollment management planning through data analysis.
  • Contribute to enrollment planning discussions by sharing insights and making data-informed recommendations.

Marketing, Communications & Outreach

  •  Collaborate with Communications & Marketing to:
    • Provide admissions data insights for campaigns
    • Contribute content for promotional materials
    • Update Admissions website content
    • Upload forms and maintain accurate admissions pages
  • Update promotional materials based on information provided by academic leadership.
  • Support digital campaigns and recruitment initiatives.
  • Maintain relationships with feeder schools and educational partners.

Community Integration & Events

  •  Support the planning and execution of New Family Orientation in collaboration with the Director of Admissions, including running Admissions events.
  • Participate in Open Houses and other community engagement events.
  • Ensure new families transition smoothly into the BFIS community.
  • Active participations in the Positive Transitions Program for families, staff and students

Administrative & Operational Support

  •  Provide general administrative and secretarial support for the Admissions Office.
  • Maintain organized systems and ensure compliance with school policies.
  • Manage calendars, appointments, and scheduling related to admissions activities.
  • Perform additional duties as assigned to support enrollment growth and strategic initiatives.
  • Identify bottlenecks in the admissions process and implement practical automations and workflow improvements that strengthen response times and accuracy while preserving a personalized, high-touch experience for families.

Candidate Requirements

Education & Experience

  • University degree or above.
  • Minimum of 2 years’ experience in an administrative role, preferably in educations.
  • Experience in admissions, enrollment management, or sales is advantageous.
  • Prior experience in an Independent or IB school is derisable.

Technical Skills

  •  Proficiency in Office 365 and/or Google Workspace.
  • Strong Excel skills (including pivot tables and data analysis).
  • Experience with:
    • Open Apply Admissions Platform (preferred)
    • PowerSchool
  • Comfortable working with data research, statisties, and reporting tools.

Professional Competencies

  •  Excellent written and verbal communication skills in English and Spanish (additional languages are an advantage).
  • Strong interpersonal skills with the ability to build trust and rapport.
  • High emotional intelligence and empathy, particularly for relocating and culturally diverse families.
  • Strong organizational and planning skills with the ability to prioritize independently.
  • Ability to work effectively in a high-volume, fast-paced environment.
  • Professional, discreet, and detail-oriented.
  • Positive, punctual, and collaborative team member.

Personal Attributes

  •  Kind, honest, respectful, and responsible.
  • Adaptable and solution-oriented.
  • Strong sense of accountability.
  • Sense of humor and positive outlook.

 

Visit our website for more information on the job requirements, and if you meet them, we encourage you to apply via the BFIS website: https://www.bfischool.org/about-us/careers