Description
About ABVM School
The Assumption of the Blessed Virgin Mary School is a Catholic elementary school in Pasadena, CA that fosters its students to be critical thinkers, academic achievers, responsible citizens, and effective communicators who serve. ABVM School is currently seeking an individual to serve as Office and Admissions Manager. This position plays a critical role in supporting the school’s enrollment initiatives, ensuring effective communication with stakeholders and alumni, and overseeing admissions by providing tours and processing applications and transcripts. The ideal candidate will promote our school’s mission to prepare students to achieve their greatest potential in a nurturing and Christ-centered community.
Position Summary
The Office and Admissions Manager is a full-time position and the ideal candidate serves as both a key ambassador for ABVM School and a central support for school operations. This dual-role position is responsible for implementing and augmenting comprehensive admissions strategies to attract, enroll, and retain students, while also overseeing the efficient and welcoming daily operations of the school office.
The ideal candidate will be a warm, organized, and mission-driven professional who can balance strategic admissions initiatives with hands-on administrative management, ensure smooth communication with all stakeholders, plan, manage, and oversee admissions events and operations across the school community.
Key Responsibilities
Admissions & Enrollment:
- Implement and augment the admissions strategies, including outreach, recruitment, application/enrollment, retention, and yield.
- Serve as the primary contact for prospective families — respond to inquiries, schedule tours, host open houses, facilitate shadow days, and guide families through the admissions process.
- Maintain accurate admissions records; track inquiries, applications, enrollment, demographic data, and trends; and prepare regular reports for the Principal and Leadership team.
- Collaborate with the Principal and Secretary on marketing/communications to produce and update outreach materials, social media content, and digital campaigns highlighting ABVM’s mission and programs.
- Plan and participate in recruitment and retention events such as open houses, parish events, feeder school visits, and family engagement programs (some evenings/weekends required).
- Support retention initiatives by fostering strong relationships with current families, assisting with new family onboarding, and organizing orientation and community events.
Office Management & Administrative Support:
- Oversee daily front office operations to ensure a professional, welcoming, and efficient environment for students, families, faculty, and visitors.
- Supervise or coordinate volunteers as needed to support school operations.
- Manage incoming calls, emails, and visitors, providing timely and courteous assistance.
- Maintain school records, files, and correspondence in accordance with diocesan and school policies.
- Assist with attendance reporting, student records, and enrollment paperwork.
- Support the Principal and Secretary with administrative tasks, scheduling, communication, and coordination of school events.
- Oversee office supplies, ordering, and budget tracking related to office operations.
- Serve as a liaison between parents, teachers, and administration to ensure clear communication and consistent follow-through.
Community Engagement:
- Represent ABVM School at parish, community, and school events as an ambassador for the school’s mission.
- Build relationships with alumni, parish members, and local partners to strengthen visibility and enrollment.
- Assist in coordinating school events and celebrations to enhance community involvement and connection.
Other Duties:
- Perform other responsibilities as assigned by the Principal in support of the school’s mission and strategic goals.
Requirements
Qualifications & Experience:
- Bachelor’s degree required; master’s preferred.
- 3–5+ years of experience in admissions, office administration, or related roles (Catholic school experience strongly preferred).
- Understanding and appreciation of Catholic education and faith-based values.
- Strong interpersonal, written, and verbal communication skills; warm, professional, and approachable demeanor.
- Proven ability to plan and manage multiple projects, events, and priorities with attention to detail and organization
- Proficiency with admissions/enrollment systems or CRM tools (GradeLink or Microsoft Office/Google Workspace) and creative design software (Canva, Adobe).
- Flexible schedule with availability for evenings, weekends, and school events as required.
- Professionalism, integrity, and discretion when handling sensitive information.
- Bilingual (English/Spanish) preferred, but not required.
- Valid Driver’s license
Competencies & Personal Qualities:
- Mission-driven and passionate about Catholic education.
- Warm, engaging, and collaborative team player.
- Strategic thinker capable of managing daily operations effectively.
- Skilled in public engagement, relationship-building, and community representation.
- Adaptable, proactive, and able to thrive in a dynamic school environment.
Working Conditions:
- Full-time, on-campus position with some evening/weekend responsibilities for events and admissions activities.
- Occasional local travel for community and feeder school visits.
- Must successfully complete background checks (Fingerprinting & VIRTUS) and comply with school/parish/diocesan safe-environment policies.
Application Instructions:
Please submit a cover letter, resume, and three professional references to hr@abvmpasadena.org
Include “Office and Admissions Manager – ABVM School” in the subject line.
Wage Range: $22.00-$32.00 per hour; Compensation commensurate with level of experience, relevant professional certifications, and/or degrees earned.
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Information/Application Contact
Assumption BVM School (Pasadena)
2660 E Orange Grove Blvd
Pasadena, CA 91107
hr@abvmpasadena.org