RMS Admissions & Enrollment Coordinator

American Montessori Society Inc; Richmond, Northern (VA, KY); Hybrid; USD 60,174,000 - 71,635,000; Full time

Job summary

Richmond Montessori School is seeking an Admissions & Enrollment Coordinator to serve as the operational anchor for recruiting and retaining mission-appropriate Early Childhood families while supporting admissions across grade levels.

Reporting to the Director of Admissions & Enrollment Management, the AEC will manage daily admin, applicant pipelines, and family communications for a warm, seamless experience.

Qualifications

• Bachelor’s degree or equivalent professional experience.
• Two–four years of administrative coordination/admissions operations experience.
• CRM/database experience; Veracross preferred.
• Proficiency with Google Workspace, Microsoft Office, and scheduling software.
• Montessori education experience or independent school admissions preferred.

Responsibilities

• Build relationships with teachers, staff, and families.
• Observe in classrooms and support operations.
• Maintain Veracross applicant database with accurate data across files.
• Track applications from inquiry to enrollment and follow up on missing docs.
• Coordinate tours, interviews, and admissions events.
• Provide warm, timely communication to prospective families (within 24 hours).
• Support onboarding, contracts, and level-transition processes.
• Ensure safety procedures and visitor management are followed.
• Represent RMS at community events and admissions activities.

Skills

Veracross

Google Workspace

MS Office

Scheduling software

Public speaking

CRM experience

Montessori knowledge

Education

Bachelor’s degree or equivalent

Tools

Ravenna

Blackbaud

Finalsite

Job description

RMS Admissions & Enrollment Coordinator

Richmond Montessori School is a premier Montessori community, inspiring academic excellence and nurturing human potential.

Job Title: Admissions & Enrollment Coordinator

Supervisor’s Title: Director of Admissions and Enrollment Management

Employee Classification: Non-Exempt

General Schedule: Full-time, 12-month position

Pay Range: $21 – $25/hour

Position Summary

The Admissions & Enrollment Coordinator (AEC) serves as the primary operational anchor for recruiting and retaining mission-appropriate Early Childhood families at RMS, while flexibly supporting admissions workflows across other grade levels. Reporting directly to the Director of Admissions & Enrollment Management (DAEM), the AEC oversees daily administrative operations, application pipelines, and family communications. This position ensures a dynamic, warm, and seamless experience for prospective families while serving as an ambassador for RMS across all interactions.

The AEC must, above all, love and believe in RMS and represent the school with passion in the internal and external communities. A deep understanding of Montessori philosophy and pedagogy is requisite and can be gained through auditing Montessori training programs, reading, and classroom observations.

Required Duties for Role

School Integration

• Actively build strong relationships with teachers, the administrative team, and families.
• Regularly observe in all classrooms.
• Provide support where needed to ensure the school’s smooth operations.
• As a member of the Advancement team, support and participate in team meetings and events.
• When time allows and with the guidance of the DAEM, support communications and development-related tasks.

Database & Application Tracking

• Maintain the Veracross applicant database, ensuring complete data accuracy across all candidate files.
• Monitor application progress from initial inquiry through final enrollment, ensuring applicants meet submission requirements.
• Review incoming application materials for completeness and conduct timely follow-ups on missing documentation.
• Conduct weekly pipeline reviews with the DAEM utilizing customized Veracross reports.
• Prepare data analytics, reporting materials, and admissions correspondence for the DAEM to inform strategy.

Parent Communication & Relationship Building

• Serve as the primary, warm point of contact for prospective families via phone, email, and in-person interactions.
• Provide timely communication by acknowledging initial inquiries within 24 business hours and completing follow-up requests within 2 business days.
• Supports prospective and current families by patiently answering questions. Helping resolve barriers within the Admissions and Parent Veracross Portals.
• Engage prospective parents with warmth and care, building trusted relationships that ensure every family feels genuinely known and supported at every step.
• Maintain visibility within the school community by attending carpool, school events, school performances, and parent education nights.
• Update admissions information on the school website and the admissions portal to ensure timely accuracy.
• Learn and execute the school’s admissions tour protocol to guide prospective families and answer campus inquiries with confidence.
• Monitor online review platforms (e.g., Niche, Google, GreatSchools) and promptly expand any feedback requiring departmental attention or follow-up to the DAEM.

Scheduling, Events & Risk Compliance

• Schedule all prospective family tours, student shadow visits, parent interviews, and admissions appointments.
• Plan and execute all operational logistics for admissions events and information sessions.
• Strictly enforce safety and risk management procedures, including visitor management forms and Raptor background checks for all campus guests.

Enrollment, Contracts & Onboarding Phase-In

• Receive Admissions Committee decisions from the DAEM and extend enrollment contracts to accepted families, executing personal phone and email follow-ups for each family.
• Coordinate the contract execution process, ensuring all enrollment agreements and onboarding records are promptly collected, reviewed, and completed.
• Partner with the DAEM and Level Directors to coordinate the student phase-in process, including scheduling, greeting students, and guiding families.
• Manage mid-year move-ups and late-start enrollments with care, personally greeting new students on their first day.
• Support the DAEM in creating level-transition onboarding programs to ensure a smooth family experience after contracts are signed.

Community Engagement

• Actively engage with the Richmond Admissions Group and attend all required meetings
• Attend targeted community events to increase school visibility and support recruitment efforts.
• Execute general administrative operations to ensure seamless departmental alignment.
• Additional duties as assigned by Head of School

Qualifications

Knowledge, Skills and Abilities

• Knowledgeable about and able to apply best practices and trends in the field
• Approachable with excellent listening and questioning skills
• Demonstrates an understanding of child development and educational pedagogy
• Exemplary customer service skills
• Comfortable with public speaking
• Management of multiple projects at one time with task completion prioritization
• An energetic and positive approach to work
• A commitment to teamwork
• An agile and growth mindset
• Solutions driven with the capacity to manage ambiguity
• Excellent verbal and written communication skills, time management, and organization skills
• Ability to maintain highest level of confidentiality
• Exemplary work ethic
• High energy and consistent follow through
• Demonstrates empathy regarding student and family challenges
• Treats co-workers with respect and dignity
• Ability to interface at all levels both within the school and externally
• Sees mistakes as opportunities to learn and grow

Required Qualifications

• Bachelor’s degree or equivalent professional experience
• Two - four years of experience in administrative coordination, admissions operations, customer relations, or event management, ideally within an independent school.
• Proven experience managing CRMs and databases (experience with Veracross or platforms like Ravenna, Blackbaud, or Finalsite strongly preferred), alongside proficiency in Google Workspace, Microsoft Office, and scheduling software.
• Strong judgment and tact in handling sensitive family data and student records, along with a commitment to enforcing campus security and safety protocols.

Preferred Qualifications

• Experience in Montessori education
• Proven background in admissions operations and administrative coordination
• Direct experience in independent school admissions

Professional Expectations

Adheres to Characteristics of Professional Excellence, policies and procedures of RMS as outlined in the RMS Employee Handbook.

• Demonstrates professionalism, reliability, and discretion
• Maintains confidentiality
• Engages respectfully with students, families, and colleagues
• Contributes positively to school culture
• Demonstrates sound judgment and accountability
• Develops a plan for continuous professional growth that is based on regular self-reflection and performance evaluation, utilizing the annual professional assessment/development process.

Physical Factors and Work Environment

Primarily an office position, with the exception of carpool duty and other needs as assigned.

• Ability to lift 35 pounds is required.

Additional Responsibilities

On an as needed basis, employees are needed to attend classroom specific and after school functions, community meetings, parent meetings and other times outside the normal schedule.

Employment Disclaimer

This job description is not intended to be a complete list of all responsibilities, duties, or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Richmond Montessori School. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties, and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.