Admissions Assistant (Bilingual Mandarin)
7 days ago
Irvine
Job DescriptionAdmissions Assistant (Admissions & Enrollment Support) Location: Irvine / Costa Mesa Employment Type: Full-time Reports To: Admissions Manager / Director of Admissions Primary Responsibilities 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-upApplication 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 documentsScheduling & 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 communicationsSystems & 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 systemsCommunication & 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 requiredAdmissions Events Support, • Support Open Houses, webinars, school tours, and other recruitment events, • Assist with registration, materials preparation, check-in, and post-event follow-upCompliance & Confidentiality, • Handle student records in accordance with school policies and FERPA requirements, • Maintain strict confidentiality and data security at all timesOther Duties, • Perform additional admissions-related tasks as assigned by the Admissions Manager or DirectorCross-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 documentationAcademic / 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 decisionsRegistrar / 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 processBusiness 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 discrepanciesBoarding / 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 instructionsInternational 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 teamsMarketing / 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 workflowsIT / 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 workflowsQualifications, • 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)