Novel Prep
Admissions Assistant (Bilingual Mandarin)
Full Time • Irvine
Admissions Assistant (Admissions & Enrollment Support)
Location: Irvine / Costa Mesa
Employment Type: Full-time
Reports To: Admissions Manager / Director of Admissions
Primary Responsibilities
Location: Irvine / Costa Mesa
Employment Type: Full-time
Reports To: Admissions Manager / Director of Admissions
Primary Responsibilities
Admissions & Enrollment Support
Inquiry & Lead Management
- Respond promptly and professionally to parent and student inquiries via phone, email, WeChat, and other communication channels
- Log inquiries, assess family needs, and schedule next steps such as campus tours, information sessions, interviews, and assessments
- Support lead-to-application and application-to-enrollment conversion through timely follow-up
Application Materials Management
- Assist with collecting, reviewing, and organizing application materials, including but not limited to:
- Application forms
- Academic transcripts and report cards
- Recommendation letters
- Passport or identification documents
- Immunization and health records
- Maintain application checklists and send reminders for missing or incomplete documents
Scheduling & Coordination
- Schedule admissions interviews, academic assessments, trial classes, and school visits
- Coordinate availability with faculty, interviewers, and administrators
- Prepare meeting links, reminders, attendance tracking, and follow-up communications
Systems & Data Management
- Enter, update, and maintain applicant records in admissions systems and CRM tools (e.g., Blackbaud, Google Sheets, Airtable)
- Track application status, communication history, document uploads, and key milestones
- Ensure data accuracy and consistency across systems
Communication & Documentation Support
- Assist with sending admissions decisions (acceptance, waitlist, denial), enrollment instructions, and payment reminders using approved templates
- Provide bilingual English/Chinese communication support when required
Admissions Events Support
- Support Open Houses, webinars, school tours, and other recruitment events
- Assist with registration, materials preparation, check-in, and post-event follow-up
Compliance & Confidentiality
- Handle student records in accordance with school policies and FERPA requirements
- Maintain strict confidentiality and data security at all times
Other Duties
- Perform additional admissions-related tasks as assigned by the Admissions Manager or Director
Cross-Functional Support
Counseling / College Counseling
- Collect key academic background information prior to enrollment (course history, language proficiency, standardized testing, interests)
- Prepare intake summaries for counseling teams
- Coordinate meetings related to course planning or placement
- Track and archive transcript release and transfer documentation
Academic / Faculty Support
- Assist with scheduling academic interviews, assessments, or trial classes
- Compile and upload faculty feedback and assessment results
- Notify relevant stakeholders to support admissions decisions
Registrar / Records Office
- Assist with preliminary review of enrollment and registration materials
- Verify data accuracy (student name spelling, DOB, grade level, parent information)
- Assemble enrollment file packages and coordinate handoff to the registration process
Business Office / Finance
- Track deposits, tuition, housing fees, insurance, and other required payments
- Send payment reminders, receipts, and payment instructions
- Reconcile enrollment and payment status with the Business Office and flag discrepancies
Boarding / Student Life (if applicable)
- Assist with collecting housing applications, roommate preferences, and health/allergy information
- Support distribution and confirmation of move-in, check-in, and airport pickup instructions
International Student Support (if applicable)
- Assist with tracking required documentation for I-20 / visa processing (document collection and internal handoff)
- Track arrival dates, airport pickup needs, insurance, physical exams, and immunization progress
- Coordinate information transfer to designated international student teams
Marketing / Operations
- Organize and distribute leads generated from admissions events
- Support post-event follow-up
- Compile FAQs and parent feedback to improve admissions messaging, materials, and workflows
IT / Systems Support (within scope)
- Assist with account setup and system invitations (parent portals, email, learning platforms)
- Support basic parent login issues and escalate to IT as needed
- Help maintain templates, forms, and automated email workflows
Qualifications
- 1+ year of experience in administration, customer service, or education-related roles preferred (strong new graduates welcome)
- Highly organized, detail-oriented, and able to manage multiple tasks and deadlines
- Strong communication and customer service skills, with professionalism and patience when working with families
- Proficient in Microsoft Office and Google Workspace
- Experience with CRM or SIS platforms (e.g., Blackbaud) is a plus
- Bilingual English/Chinese proficiency preferred or required if supporting international families
- Availability to support occasional evening or weekend admissions events (with flexible scheduling or comp time)
Compensation: $4,000.00 - $5,000.00 per month
(if you already have a resume on Indeed)