Admission Operations Manager

Administrator / Full-Time

Shady Hill School, Cambridge, MA

The Admission Operations Manager is responsible for the day-to-day operations of Shady Hill’s Admission Office and database. The position serves as the first point of contact for prospective families over the phone and via email, and manages office operations and Admission event logistics. The Admission Operations Manager is responsible for maintaining and cleaning the Admission database, creating reports, and applicant material processing in Ravenna and Blackbaud. The position reports to and receives strategic direction from the Director of Enrollment Management and Assistant Director of Admission.

Our ideal candidate is a highly productive admission professional with excellent oral and written communication skills, an appreciation for the complexities of independent school admissions, high attention to detail, the ability to work independently, and the ability to provide a warm welcome to families of diverse backgrounds.

This is a full time, hourly, 12 month position. The hours are 7:45am – 4:00pm with occasional nights and weekends. This is an in-person position with the possibility of a hybrid remote schedule during the summer months.

Primary Responsibilities:

  • Manage the year-long admission cycle, including processing inquiries and applications, inputting Admission decisions into Ravenna and Blackbaud, overseeing the enrollment, re-enrollment, and financial aid processes with the support of the Director.
  • Manage the Admission database, including all data entry, cleaning, and customizing the database; understanding how to update, change, and manipulate system layouts; designing and editing reports; providing training to members of the Shady Hill community involved in the admissions process; and completing end-of-year database procedures and required updates.
  • Design/build outbound Admission communications templates. Draft, edit, and send Admission communications.
  • Create and maintain season-long Admission interview, assessment, and events calendar. Manage the daily tour and interview schedule, including sending reminders and updates to families for event invitations, interview and assessment appointment reminders and confirmations, and Admission timeline updates.
  • Manage the Admission Office, including ordering supplies, submitting expense reports, maintaining Admission Office webpage content, and managing the general Admission phone, email, and voicemail lines, responding to prospective families in a timely manner and redirecting inquiries as needed.
  • Prepare applicant files to be read by members of the Admission Committee. Assist the Director and Assistant Director with preparation and distribution of admission decisions.
  • Create/build digital enrollment/re-enrollment contracts, financial aid forms and memos within Ravenna.
  • Serve as the liaison with the Student Information System manager, the Business Office, Registrar, and the Advancement Office for data transfer and reporting of all admitted student data.
  • Coordinate with other departments to schedule and execute Admission events, as needed.
  • Attend all required faculty/staff meetings and training, and participate in diversity, equity and inclusion professional development at least every 3 years.
  • Other duties as assigned.

Required Skills:

  • Strong organizational skills and excellent record-keeping; high attention to detail
  • Strong cultural competency and interpersonal skills to foster positive, professional relationships with colleagues, students, and families
  • Excellent verbal and written communication
  • Ability to independently manage multiple projects through to completion in a fast-paced environment
  • Ability to provide a high level of customer service to prospective families and work in a collaborative team environment
  • Understanding of web-based database management


  • Associate’s degree and at least five years of experience in an Admission or database or office manager role required, OR Bachelor’s degree and at least three years of experience
  • Excellent understanding of data administration and management functions (collection and entry, analysis, reporting, distribution, etc.), and 3rd party information system technologies required
  • Knowledge of and prior use of CRM in a school setting required; experience with Ravenna, Blackbaud and/or Community
  • Brands products preferred
  • Ability to work evenings and weekends, as necessary

To apply: Please send a cover letter and resume to Please be sure to include “Admission Operations Manager” in the subject line of the email. The pay range for this position is $30 – $34 / hour.

Shady Hill offers competitive salaries and a generous benefits package, including medical, dental and vision insurance plans, a school-matched retirement plan and paid time off. Shady Hill is an Equal Opportunity/Affirmative Action Employer. For more information on Shady Hill please visit us at

COVID 19 Protocols: All Shady Hill employees are required to provide proof of vaccination and to observe campus covid protocols. All health and safety protocols are subject to change based on state, local and CDC guidelines and at the discretion of the Health and Safety Team.

Shady Hill School

Cambridge, MA
Early Childhood, Elementary, Middle School
All Gender