Admission and Financial Aid Coordinator

Saint Mary's Hall; San Antonio (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

Saint Mary’s Hall is seeking a personable, detail-oriented Admission and Financial Aid Coordinator to enhance the school's enrollment goals. This full-time position plays a pivotal role by guiding prospective families through the admission and financial aid processes, ensuring a personalized and exceptional experience.

Qualifications

• Experience in admission or financial aid preferred.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities with accuracy.

Responsibilities

• Coordinate campus visits and tours for prospective students.
• Serve as the primary contact for prospective families from inquiry to application.
• Support families throughout the financial aid process.

Skills

Communication

Organization

Interpersonal skills

Customer service

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Veracross

Job description

Position Description

Saint Mary’s Hall seeks a personable, detail-oriented, and mission-driven Admission and Financial Aid Coordinator to join our Office of Admission. This full-time position plays a key role in advancing the school’s enrollment goals by supporting the operational and relational aspects of both the admission and financial aid processes.

The Admission and Financial Aid Coordinator is often the first point of contact for prospective families, proactively guiding them through their initial interactions with the school with care, clarity, and enthusiasm. This individual ensures that all families receive an exceptional, personalized experience—from inquiry through application submission, and through each stage of the financial aid journey.

Reporting to the Director of Enrollment Management, the Coordinator will work closely with all members of the Admission Team and serve as a critical liaison between prospective families and the broader SMH community.

Responsibilities

Campus Visit & Tour Coordination

• Coordinate and schedule campus tours and shadow day visits for prospective students in Forms 212.
• Communicate the schedule of shadow day visits with student ambassadors, teachers, and appropriate admission channels.
• Ensure completion of the SMH Applicant Evaluation Form and upload to student record at the conclusion of each shadow day visit.
• Prepare visit materials, including visitor nametags, welcome signage, and content for the admission television monitor and Esign.
• Send timely visit reminders and postvisit followup messages.
• Greet all prospective families and campus visitors with warmth and professionalism.
• Ensure that families clearly understand next steps at every stage of their visit experience, including submission of the application.
• Track and follow up on Viewbook downloads and other expressions of interest.
• Submit weekly visit calendars for internal communications.
  
  

Inquiry to Application Guidance

• Serve as the primary contact for prospective families from initial inquiry through the point of application submission.
• Proactively anticipate questions, offer thoughtful guidance, and help families feel confident and cared for throughout the early stages of the admission process.
• Deliver clear and consistent updates to ensure families are never left wondering what comes next.
• Appropriately communicate and facilitate transitions (“handoff points”) to other admission team members once a family becomes an applicant, ensuring a seamless and wellorchestrated experience.
• Update Veracross at every communication point to maintain accurate and uptodate student records.
  
  

Financial Aid Process Support:

• Serve as a knowledgeable and compassionate resource for families navigating the financial aid process, offering clear, timely, and empathetic communication throughout every stage.
• Proactively communicate key dates, required documentation, and next steps to ensure families feel informed and supported, anticipating their questions before they need to ask.
• Maintain the highest level of confidentiality and discretion in handling sensitive family and financial information, exercising sound judgment and respect at all times.
• Monitor Clarity daily for application updates, ensuring records are accurate and timely followup occurs.
• Track financial aid data throughout the year, identifying trends and supporting strategic analysis.
• Prepare and organize financial aid files for committee review, ensuring completeness and clarity.
• Regularly update Veracross with relevant demographic or financial aid information obtained through Clarity.
• Partner with the Director of Enrollment Management to uphold the integrity and transparency of the financial aid process.
• Review and annually update all financial aidrelated content on the school website to reflect current timelines, policies, and messaging.
• Coordinate with the Office of Advancement to support the accurate stewardship of donors contributing to scholarship funds.
• Track and manage data related to the Baron Experience Fund, including preparing award letters to recipient families.
  
  

Collaboration & Mission Alignment

• Partner closely with the admission team and other internal departments to deliver an exceptional experience for every prospective family.
• Embody and promote the mission of Saint Mary’s Hall in all communication and engagement.
• Demonstrate a consistent, positive presence in the Admission Office and throughout the campus community.
• Engage in ongoing training and professional development to support excellence in service and operations.
  
  

Qualifications:

• Bachelor’s degree (required)
• Experience in admission, financial aid, independent schools, or similar administrative or customer service settings (preferred)
• Demonstrated ability to manage multiple priorities with accuracy, warmth, and professionalism
• Strong written and verbal communication skills
• High attention to detail and a naturally organized mindset
• Ability to review and interpret tax documents and family financial profiles with accuracy and discretion
• Personable, collaborative, and missionaligned approach to work
• A genuine care for people, a desire to serve through a high level of customer service, and a passion for fostering diverse and inclusive school communities
• An entrepreneurial, bright, highly motivated, hardworking, and enthusiastic personality with a serious commitment to excellence
• Welldeveloped interpersonal skills to deal effectively with a wide range of constituents
• Comfort using databases (Veracross experience a plus) and learning new systems
• Proficiency in Microsoft Office and Google Workspace
• Spanish fluency is desired
  
  

Physical Requirements / Working Environment:

• Work in a fastpaced environment dealing with a wide variety of challenges, deadlines, and a varied and diverse array of contacts.
• May require travel for events and professional development.
• May occasionally work events, nights, or weekends.
• May work at a desk and computer for extended periods.
• Must be able to teach, instruct, and communicate with students, parents, coworkers, visitors, and other professionals in the English language.
• Work primarily in a traditional climatecontrolled office environment.
• Work intermittently in outside weather conditions, including extreme heat and cold.