Admissions & Family Services Admin Coordinator

TrulyHired; Providence (RI); On-site; USD 36,000 - 48,000; Full time

Job summary

Paul Cuffee School is seeking an Admissions and Family Services Administrative Assistant to provide administrative and operational support for admissions, enrollment, family engagement, transportation, student meals, and facilities coordination.

You will work under the Manager of Admissions and Family Services across campuses, handling day-to-day processes, records, and customer service for students, families, staff, and partners.

Qualifications

• Associate's degree preferred; high school diploma or equivalent required.
• Minimum of three (3) years of progressively responsible administrative support experience, preferably in a school or nonprofit environment.
• Experience providing customer service and working with families preferred.
• Strong organizational, communication, and time management skills.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Proficiency with Google Workspace and other administrative software.
• Bilingual (English/Spanish) preferred.

Responsibilities

• Process admissions and enrollment documentation according to established procedures.
• Maintain admissions records, waiting lists, and enrollment databases.
• Assist with student lotteries, acceptance processes, and enrollment tracking.
• Coordinate with School Nurses regarding health forms and enrollment documentation.
• Prepare admissions correspondence and enrollment communications.
• Order uniforms and enrollment materials for newly enrolled students.
• Assist in maintaining admissions statistics and supporting required reports.
• Assist in planning and coordinating admissions information sessions, Open Houses, and recruitment events.
• Respond to admissions inquiries and provide information to prospective families.
• Prepare admissions packets and promotional materials.
• Maintain admissions forms, publications, and outreach materials.
• Assist with parent meetings and school communications.
• Meet with families to support the enrollment process.
• Provide verbal and written translation services for families, as needed.
• Provide administrative office support and front office coverage when needed while maintaining confidentiality.
• Assist in coordinating family engagement events, workshops, and community programs.
• Support communication with families regarding school activities and engagement opportunities.
• Assist with volunteer coordination and community partnerships.
• Maintain participation records and other documentation related to family engagement initiatives.
• Review maintenance requests and operational support tickets each morning and prepare daily work lists for the Facilities & Maintenance Supervisor.
• Maintain the maintenance ticketing system by documenting updates, progress notes, and completion information provided by the Facilities & Maintenance Supervisor.
• Monitor the status of open maintenance requests and follow up with the Facilities & Maintenance Supervisor as needed to ensure ticket information remains current.
• Coordinate day-to-day transportation requests and communications with families, transportation providers, and school offices.
• Maintain transportation records, routing information, and operational documentation.
• Collect transportation data and assist in preparing reports and operational summaries.
• Assist in resolving routine transportation concerns and refer complex issues to the Manager.
• Support arrival and dismissal operations as needed.
• Coordinate meal applications and assist families with completing required documentation.
• Process student meal account information and related administrative records.
• Prepare and distribute food service communications to families.
• Maintain documentation related to student meal services.
• Assist with administrative tasks related to school nutrition program compliance and reporting.
• Provide administrative support to the Manager of Admissions and Family Services.
• Prepare correspondence, reports, spreadsheets, presentations, and other administrative documents.
• Maintain organized electronic and paper filing systems.
• Schedule meetings and assist with project coordination.
• Maintain confidentiality in all matters involving students, families, and staff.
• Perform other duties as assigned to support the operational needs of the school.

Skills

Organizational skills

Communication

Time management

Bilingual English/Spanish

Education

Associate's degree preferred

High school diploma or equivalent required

Tools

Google Workspace

Administrative software

Job description

Paul Cuffee School is seeking an Admissions and Family Services Administrative Assistant to provide administrative and operational support for admissions, enrollment, family engagement, transportation, student meals, and facilities coordination.

You will work under the Manager of Admissions and Family Services across campuses, handling day-to-day processes, records, and customer service for students, families, staff, and partners.