Recruitment & Admissions Coordinator

Department: Kingdom Collegiate Academy (KCA)

The Recruitment & Admissions Coordinator serves as a key ambassador for Kingdom Collegiate Academy, creating a warm, professional, and mission-aligned experience for prospective families from first inquiry through enrollment. This role is responsible for supporting student recruitment, coordinating admissions processes, showcasing the value of a Christ-centered KCA education, and helping families navigate each step of the admissions journey with clarity, care, and follow-through.

Core Responsibilities

Ministerial Responsibilities & Spiritual Care

All employees of Kingdom Collegiate Academy, an educational ministry of Oak Cliff Bible Fellowship, serve in ministerial roles that contribute to the spiritual mission and ministry of the church. As such, employees are expected to model Christian values, support the spiritual development of others, and actively contribute to a Christ-centered work environment. This includes engaging in prayer and spiritual encouragement with co-workers and church members, participating in staff meetings and Bible studies, and demonstrating a personal commitment to ongoing spiritual growth.

Family Experience & Admissions Journey

• Serve as a welcoming, professional, and mission-centered first point of contact for prospective families.
• Create a positive and responsive admissions experience from initial inquiry through application, testing, acceptance, enrollment, and transition into the school community.
• Clearly communicate KCA’s mission, vision, values, academic programs, spiritual formation, student life, campus culture, and distinctives as a private Christian school.
• Guide families through the admissions process, including application requirements, timelines, documentation, interviews, testing, enrollment steps, and follow-up items.
• Respond promptly to phone calls, emails, online inquiries, and in-person questions from prospective families.
• Maintain consistent communication with families to ensure they feel informed, supported, and valued throughout the admissions process.
• Identify family needs, answer questions with professionalism, and connect families with the appropriate school leader or department when additional support is needed.

Recruitment, Outreach & Family Engagement

• Actively support student recruitment efforts designed to attract mission-aligned families.
• Develop and maintain relationships with prospective families, churches, community partners, feeder programs, early childhood centers, homeschool communities, and other potential recruitment sources.
• Conduct timely and persistent follow-up with families who express interest in KCA, ensuring prospective families remain engaged throughout the enrollment journey.
• Support outreach strategies that increase visibility for KCA in the Dallas and DeSoto communities.
• Assist in identifying opportunities to promote KCA to new audiences and strengthen the school’s presence in the community.
• Represent KCA at recruitment events, school fairs, open houses, community events, church-related events, and other opportunities to connect with prospective families.
• Serve as a brand ambassador for KCA by communicating the school’s value, culture, and Christ-centered educational experience with clarity and enthusiasm.

Campus Tours, Visit Experience, & Recruitment Events

• Schedule and lead individual family tours, group tours, shadow visits, and other prospective family visit experiences.
• Coordinate with campus leaders, teachers, and staff to ensure tours and visits are organized, welcoming, and reflective of the KCA experience.
• Prepare for tours by understanding each family’s interests, grade levels, needs, and questions.
• Follow up with families after tours to answer questions, encourage next steps, and support continued engagement.
• Coordinate and support recruitment and admissions events, including open houses, preview days, information sessions, campus tours, family nights, school fairs, and other enrollment-related events.
• Collaborate with the Head of School, campus leaders, academic leaders, marketing, and other stakeholders to plan and execute recruitment events.
• Assist with event logistics, including invitations, RSVPs, room setup, materials, signage, guest experience, follow-up communication, and post-event tracking.
• Track event attendance, family engagement, and follow-up needs after each recruitment activity.

Admissions Operations & Application Processing

• Manage day-to-day admissions coordination, including inquiry follow-up, application tracking, document collection, testing coordination, interviews, family communication, and admissions checklist completion.
• Use Blackbaud Enrollment Management or the designated enrollment system to track applicants from inquiry through enrollment.
• Maintain accurate applicant records, family contact information, admissions notes, checklist items, testing status, interview status, acceptance status, and enrollment progress.
• Monitor admissions checklists and proactively contact families regarding missing or incomplete items.
• Schedule admissions testing for prospective students in accordance with established school procedures and ensure that appropriate school staff have the schedules and pertinent information.

Enrollment Tracking, Reporting & Data Management

• Maintain accurate and up-to-date admissions and enrollment data in Blackbaud Enrollment Management or other designated systems.
• Track the admissions pipeline, including inquiries, tours, applications, interviews, testing, acceptances, enrollments, and incomplete applications.
• Prepare regular reports or updates on applicant status, recruitment activity, event participation, and enrollment progress.
• Identify trends, barriers, or delays in the admissions process and communicate them to school leadership.
• Assist with data clean-up, duplicate record review, checklist updates, and system accuracy.
• Use admissions data to support follow-up strategies, family communication, and enrollment planning.

Qualifications & Experience

• Bachelor’s degree preferred; equivalent experience in admissions, recruitment, sales, marketing, customer service, education, communications, or school administration may be considered.
• Prior experience in a school, private Christian school, admissions, enrollment, recruitment, marketing, or family-facing role preferred.
• Strong ability to communicate the value of Christian education with warmth, clarity, professionalism, and conviction.
• Excellent interpersonal and customer-service skills, with the ability to build trust and rapport with prospective families.
• Strong verbal and written communication skills.
• Strong organizational skills and attention to detail, with the ability to manage multiple families, timelines, events, and follow-up needs simultaneously.
• Self-motivated, proactive, persistent, and dependable in follow-through.
• Comfortable making phone calls, initiating outreach, and maintaining regular contact with prospective families.
• Ability to represent KCA professionally in public-facing settings, including tours, events, school fairs, and community outreach.
• Proficiency with technology, databases, email, spreadsheets, and enrollment management systems.
• Experience with Blackbaud Enrollment Management or a similar admissions/enrollment platform preferred.
• Ability to maintain confidentiality and handle sensitive family and student information with discretion.
• Flexibility to support recruitment events, family meetings, and school activities that may occur outside standard business hours or across the Dallas and DeSoto campuses.

Every team member plays a role in advancing our mission, vision, and values. We strive to reflect Christ in all we do, and we ask each employee to model biblical character, professionalism, integrity, and a spirit of service in every interaction.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities.