Position Title: Admissions Database Coordinator
Reports To: Director of Enrollment Management
Status: Non-Exempt
Classification: Administrative Staff
FTE: 1.0

The Shipley School seeks a qualified candidate for the position of Admissions Database Coordinator. Working as a member of the Admissions Office and reporting to the Director of Enrollment Management, the Admissions Database Coordinator’s responsibilities will be to provide office support including database management and maintenance and administrative duties. The Database Coordinator must be a team player who is detailed-oriented, has the ability to adapt and learn new processes, problem solve and assist in modernizing the admissions process.

The Database Coordinator works closely and collaboratively with the Admissions Team, supports prospective families through the admissions process and maintains important relationships with colleagues throughout the school.


Admission Office Database Management

  • Oversee all aspects of the onBoard Database including maintenance, process & procedure
  • Responsible for input of all applicant data into onBoard
  • Play a key role in both the enrollment and re-enrollment process, including generating, sending and processing contracts
  • Responsible for all data reporting from onBoard on a weekly, monthly & annual basis
  • Work directly with the Director of Enrollment to fulfill all requests for data throughout the year

Financial Aid Process Support

  • Maintain and update all financial aid files and documentation, electronically as well as physically
  • Maintain and update data in School & Student Service for Financial Aid (SSS) for all student grants
  • Maintain and update data in financial aid excel spreadsheet
  • Maintain and update financial aid data in onBoard
  • Responsible for all data reporting from onBoard on a weekly, monthly & annual basis
  • Work directly with the Director of Financial Aid to fulfill all requests for data throughout the year

All Division Admissions Responsibilities

  • Plan admission activities/events in partnership with the team and create and maintain RSVP lists
  • On –site event day: set-up, clean up, answer questions etc.
  • Follow up after events: thank you notes and letters, feedback, etc.

Administrative Responsibilities

  • Prepare packets for inquiries/applicants and maintain ready supply in office
  • Prepare outgoing mail daily including postage and distribution and open/sort incoming mail
  • Assist with document preparation and admissions mailings
  • Oversight of the daily admissions office tasks and smooth running of the office
  • Assist as a team member, as needed with any aspect of the Admission Office
  • Ability to represent both the school and the Admissions Team with discernment and tact to both internal and external constituencies via phone, electronic, written and face-to-face communication
  • Ability to assess the importance and urgency of situations and act accordingly
  • Flexibility to attend events and periodic weekend and evening activities
  • Must have proficiency in Microsoft Office
  • Other duties as assigned

Qualifications and Expectations

The ideal candidate will have experience working in an independent school admissions office. S/He will have had previous involvement in database management. The optimal candidate will possess superior attention to detail, facile use of technology, powerful organizational skills, and strong self-motivation. S/He must be equally comfortable brainstorming ideas and executing them. A proven track record of working collaboratively and cooperatively as a member of a professional team, while maintaining a positive attitude, will be beneficial to candidacy.

Employment Classification

This is a 12-month position with non-exempt status.

Salary and Benefits

Salary will be commensurate with experience. Shipley offers a generous benefits package that includes school contributions to employees’ TIAA-CREF retirement plan, medical benefits and life insurance, professional development opportunities, generous vacation, and complimentary lunch.

Position Availability

The position is available as of April 1, 2018. Successful completion of state and federal clearances is a condition of employment.

Candidates should send a cover letter and résumé by post or email (no phone calls, please) to:

Amy Clemons
Director of Enrollment
The Shipley School
814 Yarrow Street
Bryn Mawr, PA 19010
[email protected]

Resumes will be accepted until April 16, 2018.