Coodinator of Admissions and Safe Environment

Job Summary

The Coordinator of Admissions and Safe Environment is a key administrative role serving both St. Peter Parish and School. This position oversees the parish and school Safe Environment Program while also coordinating student admissions and providing essential administrative support to school leadership, staff, students, and families.

Job Responsibilities

Admissions Coordination (School)

Communication

• Serve as a primary point of contact for prospective and current families via phone and email, providing customized and timely communication.
• Follow up with families after tours and inquiries.
• Send reminders regarding applications, forms, screenings, reenrollment, and scholarship deadlines.
• Manage ongoing communications with current school families as related to admissions and enrollment requirements.

Scheduling

• Maintain and update tour schedules in Rediker.
• Schedule and coordinate screening appointments with families.
• Reserve rooms and coordinate logistics for screenings and admissions events.

Document Review & Processing

• Process applications and maintain admissions checklists in Rediker.
• Review birth certificates, baptismal records, and supporting documentation.
• Summarize responses to “Why St. Peter?” application questions for review.

Event Coordination

• Coordinate PreK and Kindergarten screenings, including questionnaires, photos, and materials.
• Work with teachers and 8th-grade student tour guides to support admissions events.

Student Records & School Administrative Support

• Serve as front desk receptionist as needed: greeting visitors, parents, and students; answering phones; and directing inquiries appropriately.
• Provide administrative support to the principal, assistant principal, and teaching staff, including correspondence, scheduling, and file management.
• Maintain and update student records including enrollment data, emergency contacts, health records, and academic files in compliance with privacy regulations.
• Manage daily student attendance, including absences, tardies, and follow-up with families.
• Disseminate information to parents and staff via email, phone calls, and notices.
• Review and track reenrollment, back-to-school, health, immunization, and physical forms.
• Assist during emergencies by following established procedures and supporting student release as needed.
• Maintain confidentiality and professionalism when handling sensitive student and family information.

Curriculum & Supply Coordination

• Manage curriculum book inventory, ordering, receiving, distribution, and billing coordination for classroom and instructional materials across all grade levels.
• Coordinate with multiple vendors and suppliers to ensure timely delivery of books and resources.
• Ensure students and teachers have the materials needed for effective instruction.
• Monitor and order office and classroom supplies as needed.

High School Admissions Support

• Coordinate quarterly transmission of grades and records to high schools (first, second, and third-choice schools as applicable).
• Scan and distribute standardized test scores to parents.

Collaboration & Event Support

• Support school and parish events including assemblies, conferences, and celebrations.
• Collaborate with custodial, cafeteria, and support staff to maintain a safe and welcoming environment.
• Perform other duties as assigned by the Pastor, Principal, and/or Director of Development and Administrative Services.

Job Requirements

• Bachelor’s degree in business administration, education, or a related field preferred.
• Ability to work 40 hours per week, with occasional evenings and weekends as required.
• Previous experience in an administrative or office support role.
• Strong organizational and time management skills.
• Proficiency in Microsoft Office; experience with Microsoft Access is a plus.
• Understanding of the Catholic faith and sacraments is preferred.