Admissions and Attendance Coordinator

POSITION

Do you enjoy interacting with a variety of people?  Have great organizational skills and are detail-attentive?  If so, we would love to have you join the Saint Thomas Academy community as an Admissions & Attendance Coordinator.  This is a full-time, non-exempt position reporting to the Director of Marketing & Communications.  The qualified candidate will be willing to embrace the mission of Saint Thomas Academy.

JOB DESCRIPTION

The Admissions & Attendance Coordinator is a vital role providing comprehensive support for the school's admissions and enrollment processes. The position offers key administrative assistance to the Director of Admissions, Director of Marketing and Communications, and the Dean of Students. This includes managing the critical operations of the main Flynn Hall Desk.

REPRESENTATIVE RESPONSIBILITIES

Attendance Support

• Serve as the primary point of contact for parents and upper and middle school students related to attendance reporting, checking the attendance email and attendance voice mail frequently throughout the school day.
• Manage attendance notes from college visits, excused/unexcused absences, and tardies.
• Manage check-in and check-out of students arriving and leaving during the school day.
• Input attendance data into PowerSchool and generate specified reports for the Dean of Students and School Nurse.
• Follow-up with families regarding attendance discrepancies.
• Assist Dean of Students with daily eligibility determinations, email coaches & moderators daily updates.
• Code into PowerSchool all approved School Sanctioned Excuses (SSE) for athletic and activities absences, following the communication and direction of the Athletic & Activities Department.

Admissions/Enrollment Support

• Primary point of contact for confirming and managing appointments with prospective families, ensuring clear communication through pre-visit confirmations, post-visit follow-ups, and by addressing any inquiries they may have.
• Maintain accurate and complete applicant profiles in the SchoolAdmin database annually by ensuring all required information is present, including CogAT scores, past school transcripts, and current teacher evaluations.
• Manage admissions database (School Admin) from student inquiry to matriculation.
• Provide reporting from the admissions database to leadership.
• Provide event support (recruitment school visits, admission showcases, ACE visits, Cadet Conversations, parish events, scholarship programs, community events, etc.).
• Oversee the admitted student acceptance packets, scholarship email communications, event, and enrollment correspondence.
• Maintain historical admission data, including CogAT test score binders.

Marketing Support

• Manage the production and timely publication of the all-school weekly email newsletter.
• Execute marketing plans for impactful communications to prospective families.
• Maintain and organize segmented contact lists to ensure efficient communication.
• Collaborate with admissions staff and the Director of Marketing and Communication to ensure a cohesive brand message across all channels.

Flynn Hall /Ciresi Atrium Desk Management and Reception

• Spearhead the recruitment, scheduling, and management of a dedicated parent volunteer team, the "Cadet Concierge." These volunteers will provide invaluable support at Flynn Hall reception, assisting visitors, managing the security check-in system, and contributing to essential clerical projects within the Admissions department.
• Ensure a secure and welcoming first impression as the primary point of contact at the Flynn Hall Desk, warmly greeting and registering parents and students for ACE visits, private tours, senior speeches, and administrative meetings.
• Utilize the Raptor Visitor Management system to efficiently scan all visitor IDs and maintain a secure school environment. Proactively communicate any security concerns to the Dean of Students and the Security Committee.
• Collaborate with the school nurse by providing short-term support (30 minutes to 1 hour) during meetings, ensuring uninterrupted student health services.
• Act as the central point of contact for receiving deliveries in Flynn Hall, ensuring smooth handling for the facilities department, restocking needs, and vendor visits. Promptly communicate delivery arrivals to relevant staff. Additionally, oversee general reception duties, including notifying the facilities team of any maintenance or cleaning requests arising within the Ciresi Atrium.
• Serve as the school's first impression by professionally answering calls to the main phone line, providing courteous and informative assistance to all callers. Effectively address general inquiries and efficiently transfer callers to the appropriate department to ensure their needs are met promptly.
• Maintain Flynn Hall operations by providing support tasks within Flynn Hall, including assisting with mail sorting, keeping the reception desk clean and organized, and serving as the point person for lost and found items, assisting students and visitors with misplaced belongings.
• Other duties as assigned

Reasonable accommodations may be made to enable individuals with disabilities to perform the representative responsibilities.

GENERAL RESPONSIBILITIES

• Employment in and by the Church is substantially different from secular employment. Church employees must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church.  Their public behavior must not violate the faith, morals or laws of the Church or the Archdiocese, such that it can embarrass the Church or give rise to scandal.
• While it is not required in this position for the employee to be a member of the Roman Catholic Church, it is expected that all employees will respect Catholic doctrine and religious practices. Reasonable accommodation for the religious practices of employees not of the Roman Catholic faith will similarly be provided.
• In support of the mission and goals of Saint Thomas Academy, employees will follow all school policies and procedures.
• All employees will support Saint Thomas Academy and the St. Paul/Minneapolis Archdiocese’s mission and goals by actively articulating them to the Academy’s constituents and the wider community.

ESSENTIAL JOB QUALIFICATIONS

• High School diploma required; additional post-secondary education preferred.
• Minimum of three years in office administration.
• Proficient in digital communication tools, including list-based email campaigns and mail merge.
• Experience with phone systems and proficiency in online calendar management systems.
• Customer Relations Management (CRM) software experience.
• Proficient in all Google Workspace applications, with a strong focus on Google Sheets.

PREFERRED QUALIFICATIONS

• Proficiency in school administration systems, including Finalsite Enrollment Management System (EMS), PowerSchool Student Information System (SIS), and Visitor Management Systems (VMS), preferably Raptor.

MENTAL DEMANDS

• Ability to work effectively as a team member to accomplish school goals.
• Ability to prioritize and manage multiple projects and responsibilities simultaneously.
• Proficiency with word processing, database management, spreadsheet and internet programs.
• Exceptional organizational skills and ability to carry out duties in a fast-paced, open environment despite frequent interruptions.
• Possess excellent interpersonal communication skills to interact professionally with visitors, students, and colleagues, in person, via telephone or electronically.
• Self-motivated to take initiative and perform tasks thoroughly and accurately, detail oriented.
• Confidentiality, good judgment, and discretion are expected.

PHYSICAL DEMANDS

• As a representative of Saint Thomas Academy, you are expected to maintain a positive and professional image in person and communicate in a professional manner in all situations.
• Manual dexterity for computer keyboarding and office organization.
• Must be available to work extra hours during January and February (the high-volume admissions acceptance months).
• Ability to sit for extended periods of time as well as move through the office area and building throughout the day to assist students, staff, guests and office needs.
• Perform some bending, stretching, and reaching related to office machine use, troubleshooting and correction, and supply management.
• Work in standard office and school conditions.
• Work in a military environment and exposure to unexpected, loud noises during military drills and performances.
• Ability to lift 50 pounds.
• Valid driver’s license.

TOOLS AND EQUIPMENT USED

• Computer
• Multi-line telephone
• Copy Machine
• Folding machine
• Postage Meter
• E FAX electronic sending

Qualified candidates should send a cover letter, resume and references to:

Deborah Berglund, HR Manager, dberglund@cadets.com

or mail to 949 Mendota Heights Road, Mendota Heights, MN  55120

Position will remain open until May 20.