Associate Director of Admission Operations (Year-Round)

The Associate Director of Admission Operations (AD) plays a critical role in ensuring that the admission process is accurate, student-centered, and operationally sound. Working in close partnership with admission counselors, the Executive Dean of Admission, and the AVP of Enrollment, Strategy, & Data Analytics, this position serves as the operational lead for the admission team. This role is responsible for managing the processes, data integrity, and workflows that power the enrollment funnel.

This is a hands-on, detail-oriented role for a professional who thrives at the intersection of people, process, and data. The Associate Director manages the full admissions lifecycle, from application completion and financial aid review through decision release, ensuring that applicants are guided thoughtfully through the process and that institutional records remain complete, accurate, and reliable.

A central focus of this position is supporting applicants and families in completing admission and financial aid requirements. Through proactive outreach and clear communication, the Associate Director helps remove barriers to completion, allowing every applicant to be reviewed on the strength of a complete and accurate file.

This position offers the opportunity to apply broad-based knowledge of enrollment management and financial aid while serving as an arts advocate at one of the nations premier arts education centers. The Office of Admission & Financial Aid works with thousands of qualified elementary through high school-age students from around the world each year across numerous artistic disciplines and study sessions. This position is a full time remote position which includes a complete benefits package.

Essential Duties and Responsibilities:

Applicant & Family Support

• Engage directly with applicants and families to provide guidance on completing admission and financial aid requirements.

• Proactively identify incomplete applicant populations that require intervention, and coordinate targeted outreach to support timely completion of application requirements.

• Help applicants identify an alternate program fit if their first choice program is not a viable option.

• Communicate clearly and empathetically with families regarding requirements, timelines, and next steps.

Admissions Operations & Quality Control

• Design and maintain efficient operational processes and suggest adjustments to improve team-wide workflows.

• Ensure accurate and timely movement of applicants through all stages of the admissions process.

• Manage high-stakes decision release processes, including data validation, testing, and final quality checks.

• Conduct regular audits and reconcile discrepancies across systems to ensure data integrity.

Financial Aid Processing

• Conduct comprehensive reviews of financial aid applications to confirm completeness and identify missing documentation.

• Verify and process financial data for complex files, including dual-households and international income verification.

• Provide guidance to families on income documentation, financial aid application requirements, and navigating the financial aid platform.

• Coordinate data flow between financial aid systems and the student information system to ensure consistency and accuracy.

Collaboration & Institutional Stewardship

• Partner with enrollment leadership to execute strategic enrollment priorities through operational excellence.

• Support recruitment activities, including occasional travel and evening or weekend events.

• Comply with ICA policies/procedures and act as a good steward of ICA finances.

• Respect the culture, diversity and rights of all students, their families and the community.

• Prioritize daily duties to align with organizational growth and strategic enrollment objectives.

• Perform other duties as assigned.

Keyword: Associate Director of Admission Operations, Admission, Admission Operations, Process Improvement, Documentation
Required Experience:

• Bachelor's degree required; advanced degree preferred
• Minimum three years of experience in an education or nonprofit setting, with a focus on operations, admissions, financial aid, enrollment management, or enrollment technology
• Strong interpersonal skills with the ability to build meaningful relationships and provide supportive guidance to students and families
• Exceptional attention to detail, sound judgment, and proactive problem-solving abilities
• Comfort with financial concepts, including reviewing income documentation, tax returns, and asset information
• Strong data management and analytical skills, including experience with spreadsheets, reporting, and data analysis
• Experience with CRM systems, preferably Salesforce, and/or financial aid application software preferred
• Background in arts education, independent schools, higher education, or other mission-driven organizations preferred
• Affinity for the arts and a passion for supporting young artists and creative communities
• Experience processing financial aid applications preferred
• Proficiency with Mac operating systems, Google Workspace, and Salesforce
• Excellent oral and written communication, interpersonal, organizational, and time-management skills
• Ability to manage confidential and sensitive information with discretion and accuracy
• Ability to work independently, manage multiple priorities, and meet long-term goals and deadlines
• Demonstrated ability to collaborate effectively with a wide range of constituents
• Commitment to diversity, equity, inclusion, and belonging, with an appreciation for diverse perspectives and artistic expression
• Timely, responsive, and customer-service oriented approach to work