Admissions Counselor

Admissions Counselor Job Description

Lutheran West

Position Overview

Lutheran West is seeking a detail-oriented, relational, and mission-driven Admissions

Counselor to guide prospective families through the admissions process from initial inquiry to

enrollment. This role is central to advancing the school’s mission by building strong relationships,

delivering exceptional visit experiences, and managing key admissions programs and systems. 

Roles and Responsibilities

Admissions Process & Family Engagement

• Serve as the first point of contact for prospective families, responding to inquiries and guiding them through the admissions funnel from inquiry to enrollment
• Schedule and coordinate campus tours, maintain visitor calendar, and provide personalized, mission-centered tour experiences
• Field incoming admissions calls and direct inquiries appropriately
• Coordinate family interviews in partnership with the VP of Admissions
• Process applications and enrollment packets, ensuring completeness and accuracy
• Collect, organize, and distribute required enrollment documents (e.g., transcripts, medical forms, legal documentation)
• Prepare applicant files and present them to the VP of Admissions for review and acceptance
• Request and track final transcripts for incoming students

Student Visit & Ambassador Program

• Lead and manage the Student Ambassador Program, including selection, training, scheduling, and communication
• Coordinate shadow days, including scheduling, logistics, student pairing, and day-of execution
• Communicate weekly shadow schedules to faculty and staff
• Follow up with prospective students and families after visits
• Track and analyze conversion rates from shadowing to application to enrollment

Testing Coordination (HSPT/MSPT)

• Oversee all aspects of admissions testing, including ordering materials, scheduling, registration, and communications
• Coordinate staffing and execution of testing days
• Communicate with families before and after testing
• Maintain accurate testing records and integrate data into admissions systems and student files

Scholarship Program Management

• Manage renewable scholarship processes, including Association Church, Partner Church, and Christian Pastor/Teacher scholarships
• Oversee the Fine Arts Scholarship Program, including outreach, requirement updates, audition coordination, portfolio collection, and award communication
• Maintain accurate scholarship records and communications

Data & Systems Management

• Maintain and update all admissions trackers (inquiries, visits, testing, scholarships, enrollment, etc.)
• Enter and manage prospective student data in systems such as FACTS
• Ensure accuracy and organization of all admissions records and files

Events, Outreach & Marketing

• Lead high school nights, open houses, and community events to promote Lutheran West
• Assist in planning and executing all on-campus admissions events
• Represent Lutheran West at feeder schools and within assigned territory
• Participate in summer camps, including engaging families and managing prospective student data collection
• Manage admissions promotional materials and branded items

Work Environment & Expectations

• Occasional evening and weekend hours required for events and outreach
• Active presence at school events, community functions, and summer programming

Requirements:

Requirements and Qualifications

• Bachelor’s degree required
• Strong organizational skills with attention to detail and ability to manage multiple processes simultaneously
• Excellent interpersonal and communication skills, both written and verbal
• Ability to build relationships with students, families, faculty, and community partners
• Experience in admissions, education, or customer-facing roles preferred
• Proficiency with data tracking systems, Microsoft Office, and Google Suite (experience with FACTS or similar CRM a plus)
• Alignment with the mission and values of Lutheran West