Admissions and Administrative Coordinator

Staff / Full-Time

Gann Academy, Waltham, MA


Gann Academy is an independent high school in Waltham, MA that offers a competitive, and comprehensive benefits package featuring generous paid time off policies – paid vacation, paid sick days, and roughly 20 additional paid days off – based on the Jewish calendar.  It is truly a unique and generous benefits package offered only at Gann! Employer match Retirement (403B), Health and Dental insurance, are just a few of the benefits offered to eligible employees upon day one of joining the Gann community.
Hungry? Gann has a full-service kosher dairy dining hall complete with a fresh salad bar and hot bar. Gann offers an attractive physical environment with bright spaces, FREE parking, and extensive fitness facilities available for our faculty and staff.

Gann celebrates a community of smart, collaborative, and compassionate professionals; Gann staff/faculty tout the support and teamwork of their colleagues as a highlight of their Gann experience and one in which Gann is different from any other school or community. Come find out for yourself!


Under the direction and supervision of the Director of Admissions, the Admissions and Administrative Coordinator is pivotal in overseeing effective outreach and stewardship of prospective families and ongoing refinement and use of the Gann admissions database. The coordinator will serve as a key member of the Admissions team on items such as data management and analysis, ongoing content-based contact with prospective students, parents, and select admissions events. The Admissions and Administrative Coordinator should demonstrate a high level of discretion, judgment, and strategy in developing components of the Gann admissions program and advising other team members accordingly.

This position is key to the success of the Gann Academy’s admissions efforts and will be the champion of operational excellence for the Admissions team.

The role is a 12-month, full-time, in-person position.


Gann Academy is committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe including diverse perspectives will improve our work and produce better societal and learning outcomes for all. All employees participate in this commitment internally, building a welcoming workplace culture and ensuring inclusive engagement with families, donors, vendors, allies, and others.

  • Oversee use of Gann’s admission management software, including database functions, application setup, and applicant experience.
  • Maintain online inquiry and application process.
  • Serve as a contact for prospective families, from first inquiry call or email through matriculation.
  • Maintain the integrity and confidentiality of all admission records, track applicant status, and assist applicants in the admission and enrollment process.
  • Help with all admission events including an annual open house, virtual and in-person information sessions, student visits and screening, accepted students/family receptions, welcome events, orientation, etc.
  • Conduct tours/interviews with prospective students and parents.
  • Update and present weekly prospective student activity report on admissions activities for senior leaders and Gann Trustees.
  • Provide general clerical support as part of the Gann Administrative team, including answering telephone calls and email; greeting visitors; providing information and assistance to callers, visitors, donors, Board members, students, parents, and faculty and staff; and providing front desk coverage as needed.
  • Some weekend and evening work required.

The above responsibilities describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required.


  • Bachelor’s Degree preferred
  • Two years of admissions experience preferred
  • Goal-oriented, high-performing, committed to excellence
  • Ability to work effectively with a wide range of people— students, parents, faculty, staff, Board members, and community members
  • Interest in working collaboratively with a team of Admissions and Marketing professionals
  • Ability to exercise tact, discretion, and confidentiality.
  • Exceptional attention to detail, time management, and organization skills.
  • Possesses strong computer skills in MS Office Suite:  Excel, Word, PowerPoint, etc.; fluent with web-based communication and technology
  • Has excellent skills in written and oral communication
  • The ability to work well independently, multi-task, remain solutions-oriented and calm under pressure to meet deadlines.


  • Must be proficient in English to carry out work as assigned.


  • None


Physical demands include dexterity for office machine/supply operation including but not limited to computer, telephone, copy machine, and printers. Stooping, bending, reaching for files or supplies, and sitting or standing for extended periods of time are common.


Gann Academy is an equal opportunity employer. It is the policy of the school to prohibit discrimination and harassment of any type and to afford equal employment opportunities to employees and applicants, without regard to race, creed, color, religion, national origin, sex (including sexual orientation, gender identity, or expression), and pregnancy, age, physical or mental disability, genetic information, or veteran status.


External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.


This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed Form I-9.


Gann Academy

Waltham, MA
High School
All Gender