Administrative Assistant, Admission

Our Mission

Our School, founded on Jewish values, is about who our children can become and how they can help others become who they might be. Because the world our children will create tomorrow is born in the School we build today, our mission is to educate our children so they can surpass us.

Position Overview

Provides administrative and operational support to the Admission Office under the direction of the Admission Office Manager. Supports the day-to-day function of the Admission Office, including prospective family hospitality across Milken’s campuses, applicant file management, data entry, event registration and logistics, and materials and inventory.  

Reporting to the Admission Office Manager, the Administrative Assistant helps execute established Admission systems and workflows, allowing the Office Manager to focus on the oversight, management, and continuous improvement of Admission operations. Serves as an on-site Admission presence at the Jan Koum Campus, helping ensure prospective Upper School families receive a warm, personalized, and highly hospitable experience.  In addition, the Administrative Assistant is a valued member of the External Relation team, and may be required to support projects and initiatives to benefit other Offices.

The ideal candidate is highly organized, detail-oriented, proactive, warm, and service-minded, with the ability to manage administrative responsibilities accurately while contributing to the exceptional family experience that reflects the Milken Way.

Job Responsibilities

Admission Administration & Applicant File Support

• Assist with the completion and organization of applicant files throughout the admission season.
• Track missing application materials and documentation and follow up with prospective families and feeder schools as directed.
• Maintain accurate candidate records and complete data entry within Blackbaud Enrollment Management and internal Admission tracking systems.
• Assist the Admission Office Manager with ongoing administrative projects and office needs.
• Handle applicant and family information with a high degree of confidentiality, discretion, and professionalism.

Admission & Operational Support

• Support the coordination and execution of Admission events and activities throughout the year.
• Track event registrations and attendance and ensure information is accurately recorded in Admission systems.
• Prepare nametags, check-in lists, marketing materials, swag, and other materials needed for events and school visits.
• Manage event space reservations and setup requests through FMX, including facilities needs, room setup, parking, and other logistical requirements.
• Assist with setup and coordination of Admission events, including Open Houses, on-campus parlor meetings, retention coffees, Admission Committee meetings, Shadow Days, and other Admission programming.
• Maintain inventory of Admission materials, supplies, applicant gifts, swag, and hospitality items and proactively identify replenishment needs.
• Provide administrative and logistical support for the Student Ambassador and Shadow Day programs, including scheduling, communications, materials, student coordination, and other program needs.
• Anticipate operational needs and address logistical details in advance to support smooth execution and a warm and welcoming guest experience.
• Provide Rodan Academic Center front office support as needed, including welcoming and directing students, families, visitors, and other guests, and assisting with general campus needs as appropriate.

Prospective Family Experience

• Serve as an on-site Admission hospitality presence for prospective families visiting the Jan Koum Campus.
• Prepare the Admission hospitality and waiting area before prospective families arrive and reset the space between appointments.
• Review the daily Upper School tour and interview schedule and prepare personalized applicant/family welcome screens.
• Warmly greet and engage applicants and parents and help them feel expected, welcomed, and comfortable.
• Notify Admission representatives when their families arrive.
• Welcome legacy applicants in partnership with Alumni Relations and introduce the Alumni Relations representative to the applicant and family during their visit.
• Help manage the flow and transitions between arrival, campus tour, student interview, parent interview, and departure.
• Engage applicants while parents are interviewing, helping them feel comfortable and connected while they wait.
• Maintain Admission materials, refreshments, applicant gifts, hospitality supplies, and waiting-area activities.
• Ensure applicant gifts are provided before families depart.
• Communicate questions, concerns, or family needs requiring follow-up to the appropriate Admission Team member.
• Engage prospective families in conversation about Milken, student life, programs, and campus culture, helping students and parents feel comfortable and connected to the school.
• Provide accurate information within the scope of the position and refer applicant-specific, evaluative, or other questions requiring Admission expertise to the Admission Office Manager or appropriate Admission Team member.

Qualifications

• Highly organized with strong attention to detail and accuracy.
• Strong administrative, organizational, and follow-through skills.
• Comfortable learning and working within database and enrollment management systems; experience with Blackbaud or similar systems preferred.
• Strong interpersonal and customer service skills, with a warm and welcoming presence.
• Ability to interact comfortably and professionally with prospective students, parents, feeder schools, faculty, staff, and other community members.
• Ability to manage multiple responsibilities and priorities in a fast-paced environment.
• Proactive and able to anticipate needs, identify next steps, and address logistical details with increasing independence.
• Strong written and verbal communication skills.
• Sound judgment and the ability to recognize when questions or situations should be referred to the Admission Office Manager or another Admission professional.
• Demonstrated discretion and ability to maintain strict confidentiality regarding applicant records, family information, and other sensitive Admission matters.
• Collaborative, flexible, dependable, and willing to support the evolving needs of the Admission Office.

Standard On-Campus Hours
Start: M - F by 7:30 AM
End: M - Th 4:00 PM, F 3:00 PM
*All schedules are subject to change.

Salary Range: $28.85 - $36.06 per hour

For a complete overview of our benefits, please visit the Employment page on our website.

Milken strives to be a nurturing, diverse and inclusive community. It is a vibrant academic home, drawing faculty and staff from the spectrum of faith, social and cultural backgrounds.