Admission Counsellor /Admission Coordinator

Aditya Birla Education Trust; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Aditya Birla Education Trust seeks an Admissions & Coordinator to manage end-to-end admissions and coordinate across academic, therapy, and administrative teams.

You will handle inquiries, campus visits, documentation, and onboarding while maintaining records and MIS reports. Strong communication, organization, and confidentiality are essential.

Qualifications

• Bachelor's degree required; Master’s preferred.
• Background in Education, Psychology, School Administration or related field.
• 25 years of experience in school admissions, academic coordination, administration, or similar role.

Responsibilities

• Manage end-to-end admissions from enquiry to enrolment.
• Coordinate documentation, records and MIS reports.
• Maintain confidentiality and ensure compliant admission processes.
• Collaborate with academic, therapy, HR and finance teams for onboarding.
• Schedule meetings, prepare agendas and track action items.

Skills

Verbal communication

Written communication

Organizational skills

Planning abilities

Attention to detail

Education

Bachelor's degree

Master's degree preferred

Education/Administration background

Tools

Microsoft Office

Google Workspace

School ERP/Student Information Systems

Online meeting platforms

Job description

Job Description Admissions &Coordinator

Location: Nalanda Aditya Birla Education Trust
Department: Administration & Academic Coordination
Reports To: Principal / Head of School

Position Overview

Nalanda Learning Centre is seeking a dynamic, organized, and proactive Admissions & Coordinator to serve as the primary point of contact for prospective families while supporting the day-to-day academic and administrative coordination of the school. This role extends beyond admissions and requires an individual who can effectively coordinate across academic, therapeutic, and administrative teams, ensuring seamless communication, efficient operations, and a positive experience for students, parents, and staff. The role also provides academic support wherever required and contributes to the smooth functioning of the school.

Key Responsibilities

1. Admissions Management

The Admissions & Coordinator will be responsible for managing the complete student admissions lifecycle. Responsibilities include:

• Manage the end-to-end admissions process from enquiry to enrolment.
• Respond promptly to parent enquiries via phone, email, WhatsApp, and walk-ins.
• Conduct campus visits and school tours for prospective families.
• Explain the school's philosophy, curriculum, therapeutic programmes, facilities, and admission procedures.
• Schedule student observations, assessments, and parent interaction meetings.
• Coordinate with academic and therapy teams during the admission assessment process.
• Maintain accurate admission records, enquiry trackers, waiting lists, and admission databases.
• Collect, verify, and organize admission documentation.
• Ensure completion of all admission formalities before student joining.
• Prepare admission files and maintain compliance with school documentation standards.
• Coordinate fee communication with the Finance Department where applicable.
• Prepare and issue admission-related letters and communication.
• Support annual admission planning, forecasting, and reporting.
• Track admission conversion rates and generate regular MIS reports.
• Build and maintain positive relationships with prospective and existing parents throughout the admission journey.

2. Admissions Administration

The role includes comprehensive administrative responsibilities associated with admissions. Responsibilities include:

• Maintain student records and admission files (physical and digital).
• Ensure documentation is complete, updated, and securely maintained.
• Prepare admission reports, dashboards, and enrolment statistics.
• Coordinate document collection and verification.
• Maintain confidentiality of student information.
• Update ERP/School Management System with student details.
• Coordinate ID card requests and onboarding documentation.
• Maintain admission calendars and timelines.
• Prepare admission kits and welcome documentation.
• Follow up on pending documents and admission formalities.
• Coordinate student orientation and induction programmes.

3. Parent Relationship Management

• Serve as the first point of contact for prospective and newly admitted parents.
• Provide timely updates throughout the admission process.
• Address admission-related queries professionally.
• Coordinate parent meetings with school leadership.
• Facilitate smooth onboarding of new students and families.
• Support parent orientation sessions.
• Maintain positive parent engagement throughout the admission cycle.

4. Academic & School Coordination

The Admissions & Coordinator will act as a central coordination point across departments. Responsibilities include:

• Coordinate between academic, administration, and leadership teams.
• Schedule meetings involving Principals, teachers, therapists, and parents.
• Prepare meeting schedules, agendas, and follow-up action trackers.
• Coordinate school events related to admissions and academics.
• Assist in planning academic calendars and student transition activities.
• Support communication between departments to ensure timely completion of action items.
• Monitor coordination timelines and ensure effective follow-up.

5. Therapy & Student Support Coordination

Given Nalanda's multidisciplinary approach, the role requires close coordination with therapy teams. Responsibilities include:

• Coordinate assessments with occupational therapists, speech therapists, psychologists, behaviour therapists, and educators.
• Schedule therapy-related meetings for prospective and existing students.
• Coordinate multidisciplinary case discussions where required.
• Support communication between therapists, teachers, and parents.
• Assist in organizing Individual Education Plan (IEP) review meetings.
• Maintain schedules for interdisciplinary meetings

6. Administrative Responsibilities

• Maintain departmental documentation.
• Draft letters, circulars, and routine communication.
• Coordinate with HR, Finance, Transport, and Operations on admission-related requirements.
• Support procurement requests related to admissions and student onboarding.
• Organize records, reports, and filing systems.
• Prepare presentations and administrative reports as required by leadership.
• Ensure timely completion of assigned administrative tasks.

7. Academic Support (Where Required)

Candidates with prior teaching experience may also be expected to provide academic support. This may include:

• Supporting classroom activities when required.
• Assisting teachers during planned or emergency absences.
• Supporting remedial or small-group learning sessions.
• Assisting with lesson preparation and classroom resources.
• Supporting school events, assemblies, and student engagement activities.
• Contributing to curriculum implementation and classroom organization where appropriate.

8. Communication & Coordination

• Maintain professional communication with parents, staff, and external stakeholders.
• Coordinate meeting schedules and calendars.
• Follow up on action items from meetings.
• Ensure timely dissemination of important information.
• Prepare meeting minutes where required.
• Maintain confidentiality in all communications.

9. Professional Development

• Participate in school training programmes and professional development initiatives.
• Attend workshops and meetings as scheduled.
• Stay updated on admission practices, educational trends, and school policies.
• Contribute ideas for improving admission processes and school operations.

Key Competencies

• Excellent verbal and written communication skills.
• Strong organizational and planning abilities.
• High attention to detail and accuracy.
• Ability to multitask in a fast-paced environment.
• Strong interpersonal and relationship management skills.
• Professionalism, discretion, and confidentiality.
• Problem-solving and decision-making skills.
• Time management and prioritization.
• Collaborative team player with a service-oriented mindset.

Qualifications

• Bachelor's degree (Master's degree preferred).
• Background in Education, Psychology, School Administration, or a related field preferred.
• 25 years of experience in school admissions, academic coordination, administration, or a similar role.
• Prior experience in a school or special education environment will be an advantage.

Technical Skills

• Microsoft Office (Word, Excel, PowerPoint).
• Google Workspace.
• School ERP/Student Information Systems.
• Online meeting platforms (Microsoft Teams, Google Meet, Zoom).
• Strong documentation and report preparation skills.

Working Hours

• Monday to Friday: 7:30 AM 2:30 PM
• Professional Development: One planned Saturday per month, as scheduled by the school.

What Success Looks Like

• A seamless and responsive admissions experience for prospective families.
• Accurate and compliant student records and admission documentation.
• Effective coordination between academic, therapy, and administrative teams.
• Strong parent satisfaction and communication throughout the admission journey.
• Timely scheduling and follow-up of meetings, assessments, and onboarding activities.
• Meaningful support to the school's academic and operational goals through proactive coordination and collaboration.