Advancement & Admission Coordinator

Summary Wayland Academy is an independent, coed college preparatory school for boarding and day students, founded in 1855. The school's rich, rigorous academic program is anchored by Wayland faculty who are knowledgeable in the subjects they teach, deeply caring when it comes to their students. The diverse and welcoming school community brings together students from across the United States and more than 20 other countries in an intimate learning environment. With a diverse student body, the educational experience and community at Wayland is the perfect learning environment for the 21st century. The school motto, "Knowledge and Character," guides Wayland Academy faculty and staff in preparing students for successful futures. The admissions and marketing departments are essential to this mission. The Admission and Advancement Coordinator provides operational, administrative, event, and hospitality support for Wayland Academy's Enrollment and Advancement teams. Reporting to the Dean of Enrollment and Advancement, this cross-functional role supports the daily workflow, systems management, event coordination, and constituent engagement efforts that strengthen enrollment, philanthropy, alumni relations, and institutional hospitality. The Coordinator serves as an important connector between admission, advancement, communications, and business office functions while helping ensure a highly organized, welcoming, and relationship-centered experience for prospective families, current families, alumni, donors, and community partners. As a primary point of contact within the Administration Building, the Coordinator helps create an atmosphere of warmth, professionalism, and responsiveness that reflects the Academy's commitment to belonging and exceptional service. This role requires strong organizational skills, attention to detail, excellent interpersonal and communication abilities, customer service instincts, event coordination experience, and comfort managing multiple priorities in a fast-paced school environment. The ideal candidate is highly organized, enjoys working with people, and takes pride in making others feel welcomed, supported, and connected to the Wayland community. Essential Functions Enrollment & Admission Support Support the daily operations of the Admission Office and enrollment workflow Serves as a gracious and professional host for guests visiting the Administration Building and campus. Creates positive first impressions through responsive communication, relationship-building, and attention to constituent needs. Manage and maintain prospective student and family records within Finalsite Enrollment and related systems Process inquiries, applications, enrollment agreements, re-enrollment records, and supporting enrollment documentation Track applicants throughout the enrollment funnel and assist with maintaining accurate enrollment data and reporting Coordinate campus visits, student shadow days, interviews, and individualized family visit schedules Manage admission office communication channels including phone lines, email inboxes, and inquiry follow-up Assist with enrollment communications, mailings, and document collection Coordinate logistics related to enrollment deposits, contracts, and enrollment tracking Support admissions travel preparation, recruitment materials, and off-campus event logistics Advancement Support Support the director of development with coordinating the Parent Council and other committees as assigned Provide administrative and operational support for Advancement Office initiatives and campaigns Exhibits warmth, discretion, emotional intelligence, and sound judgment when interacting with a wide variety of constituents. Supports a culture of hospitality and belonging by helping visitors, families, and community members feel informed, valued, and connected. Assist with donor stewardship activities, gift acknowledgments, mailings, and constituent communications Maintain and update alumni, donor, and constituent records within Blackbaud Raiser's Edge and related systems Support advancement reporting, constituent lists, and engagement tracking Assist with fundraising campaigns, annual giving initiatives, reunion efforts, and donor outreach projects Coordinate advancement office scheduling, meeting logistics, and administrative workflows Support sponsorship tracking and advancement-related communications Event Planning & Institutional Hospitality Coordinate and support enrollment and advancement events including: Open Houses Accepted Student and Revisit Events Homecoming & Alumni Reunion Weekend Founder's Day Spring Gala & Auction Golf Outings Regional Receptions Family and Donor Events Virtual Engagement Programs Assist with event logistics including scheduling, registration management, materials preparation, catering coordination, room setup, nametags, guest communications, and hospitality Prepare event materials, packets, signage, schedules, and promotional items Support cross-department coordination for institutional events and community engagement initiatives Help create welcoming, organized, and relationship-driven experiences for guests and constituents International Student & SEVIS Support Support international student enrollment and onboarding processes Assist the

PDSO/DSO

with SEVIS-related documentation, tracking, communication, and record maintenance Coordinate collection of required international enrollment materials and immigration-related documentation Help maintain organized records related to I-20 issuance, enrollment verification, transfers, and student arrivals Support communication with international students and families regarding enrollment processes and required documentation Database Management, Reporting & Operational Systems Maintain accurate and organized constituent, enrollment, alumni, and donor records across institutional systems Generate reports, lists, dashboards, and data exports to support enrollment and advancement initiatives Assist with maintaining data integrity across Finalsite Enrollment, Blackbaud Raiser's Edge, and related platforms Support interdepartmental reporting and communication efforts Assist with process improvement and operational efficiency initiatives related to data management and workflow systems Administrative & Community Responsibilities Coordinate ordering and inventory of admission and advancement materials, office supplies, and promotional items Assist with expense management and reconciliation support for department travel and purchasing Record meeting notes and assist with departmental scheduling and organization Participate actively in the life of the school community through events and campus activities Supervise students as assigned during events, travel, meals, or other community responsibilities Collaborate across departments to support the mission and daily operations of the Academy Perform other duties as assigned by the Dean of Enrollment and Advancement or departmental leadership Competencies Exceptional organizational and multitasking skills Strong customer service and hospitality instincts Excellent written, verbal, and interpersonal communication skills Attention to detail and commitment to data accuracy Ability to manage sensitive and confidential information professionally Collaborative, flexible, and solution-oriented mindset Comfort learning and managing database and enrollment systems Ability to support multiple projects and constituencies simultaneously Authentically conveys compassion for students, families, alumni, and colleagues with a high level of cultural competency Preferred Systems Experience Finalsite Enrollment Blackbaud Raiser's Edge/NXT Microsoft Office 365 Canva or basic design platforms CRM/database management systems Event registration and communication platforms SEVIS Required or Preferred Education and Experience Associate's or Bachelor's degree preferred. Minimum of 3 years of relevant experience in admissions, advancement, educational administration, or data management. Work Hours Monday through Friday, standard business hours, with flexibility for evenings and weekends as required for events. Valid driver's license and acceptable driving record required unless otherwise approved. Physical Demands & Work Environment Regular on-site attendance is required. Frequent walking, standing, sitting, and communicating. Occasional lifting of up to 25 pounds. Work environment includes office settings, campus facilities, and occasional outdoor conditions. Work Authorization & Background Check Authorization to work in the United States required. Successful completion of a comprehensive background check is required prior to employment Affirmative Action/EEO statement Wayland Academy is committed to a workplace free of discrimination. Wayland Academy cannot and will not tolerate discrimination based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age protected genetic information, status as a parent, marital status, political affiliation, or retaliation. In addition, Wayland Academy will not tolerate any type of harassment, either sexual or nonsexual, of any employee or applicant for employment. Other Duties Employee may have reasonable duties and responsibilities assigned to him/her by the Head of School or primary supervisors that is deemed in his/her sole discretion to be desirable to the smooth functioning of the Wayland Academy programs.