The Highlands School – Irving, Texas
Employment Type: Full-Time

Position Summary

The Admissions Specialist is a key member of The Highlands School’s Admissions team and is responsible for guiding families through the application and enrollment process once a prospective family has moved from inquiry to applicant status.

Working collaboratively with the Admissions team, this position manages the day-to-day processing of applications, coordinates student assessments and family interviews, communicates application requirements and next steps, and assists families in completing the enrollment process.

This position also serves as the primary manager of admissions information and data within the school’s admissions platform, ensuring that applicant records, documentation, communications, schedules, and enrollment information are accurate, complete, and up to date.

The ideal candidate is highly organized, detail-oriented, personable, and service-minded, with the ability to manage multiple applications, deadlines, schedules, and family communications while providing a warm and professional experience consistent with the mission and values of The Highlands School.

Essential Duties and Responsibilities

Application & Applicant Management

• Manage the admissions process for families once they transition from prospective inquiry to applicant status.
• Monitor submitted applications and applicant files to ensure required information and documentation are complete and received in a timely manner.
• Review application materials for completeness and follow up with families regarding missing information or documentation.
• Communicate application requirements, deadlines, assessment procedures, interview expectations, and next steps clearly and professionally.
• Serve as a primary point of contact for applicant families throughout the application process.
• Maintain timely and professional communication with applicants and families by phone, email, and in person.
• Coordinate student assessments, testing, and other required admissions evaluations.
• Schedule and coordinate family interviews, student interviews, and other admissions appointments.
• Coordinate applicant schedules with faculty, administrators, and other members of the school community as needed.
• Prepare applicant information and materials for admissions review and decision-making processes.
• Maintain confidentiality of student and family information.

Enrollment Support

• Guide families through the enrollment process after an admissions decision has been made.
• Assist families in completing enrollment requirements, forms, contracts, and required documentation.
• Communicate enrollment deadlines, requirements, and next steps to families and follow up as needed to ensure completion.
• Monitor enrollment progress and identify outstanding requirements or incomplete enrollment files.
• Provide a welcoming, organized, and supportive experience for families as they transition from applicant to enrolled student.
• Collaborate with other school departments to ensure a smooth transition from admissions to enrollment and, when appropriate, to the beginning of the school year.
• Assist with re-enrollment activities as assigned.

Admissions Platform & Data Management

• Manage and maintain accurate applicant and enrollment information within the school’s admissions platform.
• Ensure application, assessment, interview, decision, and enrollment data are entered and maintained accurately and in a timely manner.
• Monitor applicant records and workflow stages within the admissions platform.
• Maintain accurate schedules, statuses, communications, notes, and documentation within the system.
• Run reports and provide accurate admissions and enrollment data to the Director of Admissions and school administration.
• Track application and enrollment activity, deadlines, and progress.
• Identify data discrepancies or incomplete records and take appropriate action to resolve them.
• Support the effective use and organization of the admissions platform and recommend improvements to processes and workflows when appropriate.
• Maintain organized and accurate digital admissions records.

 

Team Collaboration & Admissions Support

• Work closely with the Admissions Coordinator responsible for initial inquiry intake to ensure a smooth handoff from prospective family to applicant.
• Collaborate with the Director of Admissions and other Admissions team members to provide a consistent and exceptional family experience throughout the admissions process.
• Work collaboratively with faculty, administration, and other departments involved in assessments, interviews, admissions decisions, and enrollment.
• Assist with admissions events, open houses, information sessions, school fairs, and other admissions activities as needed.
• Maintain current knowledge of school programs, curriculum, policies, tuition, financial aid, enrollment procedures, and extracurricular opportunities in order to provide accurate information to families.
• Support the school’s enrollment goals by ensuring that applicants receive timely communication, clear guidance, and excellent service throughout the application and enrollment process.
• Perform other duties as assigned by the Director of Admissions or school administration.

Qualifications

• Bachelor’s degree preferred.
• Previous experience in admissions, enrollment management, education, school administration, customer service, or a related field preferred.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy.
• Ability to manage multiple applications, deadlines, schedules, and priorities simultaneously.
• Professional, friendly, welcoming, and service-oriented demeanor.
• Strong follow-through and ability to take ownership of responsibilities.
• Ability to work effectively and collaboratively as part of a team.
• Proficiency with Microsoft Office and Google Workspace.
• Experience working with databases, admissions platforms, student information systems, or other data management systems.
• Ability to maintain confidentiality and exercise sound judgment.
• Commitment to the mission, Catholic identity, and values of The Highlands School.

Preferred Qualifications

• Previous experience working in a private or Catholic school.
• Experience with admissions or enrollment management software.
• Experience managing applicant data and workflows within an admissions platform.
• Experience coordinating assessments, interviews, appointments, or complex schedules.
• Experience working directly with parents and students in an educational environment.
• Familiarity with Catholic education and the mission of Catholic schools.

Core Competencies

Customer Service: Creates a welcoming, responsive, and positive experience for applicant and enrolling families.

Organization: Effectively manages multiple applications, schedules, deadlines, documentation, and priorities.

Attention to Detail: Maintains accurate, complete, and timely applicant and enrollment records.

Data Management: Demonstrates strong attention to data accuracy and effectively manages information within admissions and enrollment systems.

Communication: Communicates clearly, professionally, warmly, and promptly with families and colleagues.

Follow-Through: Takes ownership of responsibilities and consistently follows up to ensure applications and enrollment requirements are completed.

Relationship Building: Builds positive and trusting relationships with applicant families, students, faculty, staff, and administrators.

Problem Solving: Identifies issues, anticipates needs, and works proactively to resolve challenges in the admissions and enrollment process.

Teamwork: Collaborates effectively with the Admissions team and other members of the school community.

Professionalism: Represents The Highlands School positively and professionally in all interactions.

Mission Alignment: Supports and advances the mission and Catholic identity of The Highlands School.

Work Environment

This is an on-campus 12-month position requiring regular interaction with applicants and enrolling families, students, faculty, staff, and school leadership. The position requires regular computer and data-entry work and may involve periods of sitting, standing, and walking throughout the school campus. Occasional evening and weekend hours may be required for admissions events, open houses, and other school activities.