Job Description

Level: Experienced
Job Location: Girard College - Philadelphia, PA 19121
Position Type: Regular Full TimeEducation
Level: Bachelor's Degree
Salary Range: $55,000.00 - $63,000.00 Salary
Travel Percentage: NoneGirard College is a full-scholarship boarding school dedicated to fostering intellectual curiosity, social development, and emotional growth in academically focused students from underserved communities. Through intentionally designed academic and residential programs, Girard College ensures every student has the opportunity, support, and resources needed to achieve excellence and prepare for advanced education.

Position Summary
The Records Management and Admissions Associate is a dual-function role responsible for ensuring the integrity, confidentiality, and accessibility of student records while supporting core admissions and recruitment operations. Serving as the primary student records liaison, this position plays a critical role in records governance, compliance, and institutional reporting, while also contributing to enrollment management, family engagement, and recruitment activities.
This role requires a highly organized, service-oriented professional who is collaborative, detail-driven, and capable of managing multiple priorities in a fast-paced educational environment.
Purpose of the Role
This newly established position strengthens Girard College’s records management infrastructure while providing essential operational support to the Office of Admissions. The role ensures compliance with regulatory requirements, supports data-informed decision-making, and enhances the overall admissions experience for prospective students and families.
Records Management - Essential Duties and Responsibilities
- Support the development, implementation, and ongoing refinement of institutional records management processes, policies, and procedures
- Maintain, archive, update, and securely store confidential student records
- Process and transmit academic transcripts and student records in accordance with established policies
- Ensure compliance with all applicable federal and state regulations, including FERPA
- Safeguard the confidentiality, accuracy, and integrity of student information
- Utilize the Student Information System (SIS) to manage, maintain, and report student data
- Provide data and reports to support institutional research, faculty, and administrative decision-making
- Collaborate closely with student-facing departments, including the Office of Historical Resources, Academics, Residential Life, Student Success, Executive Leadership, the Office of Student Experience, and Girard College’s Technology Office.
- Participate in student service committees and cross-departmental initiatives as assigned
Admissions and Recruitment - Essential Duties and Responsibilities
- Support all phases of the admissions process, including outreach, enrollment management, recruitment, and applicant engagement
- Conduct interviews and campus tours for prospective students and families
- Serve as a primary point of contact for applicants and families, providing timely, professional communication via phone, email, and text messaging
- Process admissions documentation and maintain accurate applicant records
- Assist with admissions decision-making in accordance with established criteria and timelines
- Prepare admissions reports and support data tracking and analysis
- Plan, coordinate, and participate in recruitment events, including open houses, information sessions, school visits, and community outreach activities
- Collaborate with faculty, deans, and staff to attract and enroll mission-aligned students
- Utilize technology and marketing tools to expand outreach efforts and support full enrollment goals
- Provide input on admissions policies and procedures that support the recruitment of a diverse student body
- Perform additional duties as assigned by the Director of Admissions

Qualifications
- Bachelor’s degree (B.A. or B.S.) required
- Minimum of two (2) years of experience in records management, recordkeeping, or a related administrative role within an educational, nonprofit, or similar setting
- Experience in an independent school or admissions environment preferred
- Demonstrated knowledge of student information systems and database management
- Experience with Finalsite Enrollment (formerly SchoolAdmin), Infinite Campus, and/or Magnus Health is a plus
- Strong organizational, project management, and time-management skills
- Excellent written and verbal communication skills
- Ability to manage multiple priorities, meet deadlines, and work effectively under pressure
- Strong customer service orientation and professional judgment
- Commitment to diversity, equity, inclusion, and Girard College’s mission
- Ability to work occasional evenings and weekends as required
- Reliable transportation required
Physical Requirements
- Ability to communicate effectively in spoken and written English
- Ability to operate standard office equipment (e.g., computer, copier, printer)
- Ability to lift and carry up to 15 pounds occasionally
- Visual acuity sufficient to read, review, and enter data accurately (with or without corrective lenses)
- Fine motor skills necessary for keyboarding and document handling
Girard College is an equal opportunity employer and actively encourages applications from people of all backgrounds. Compensation is competitive and commensurate with experience. We offer a complete benefits program and opportunities for professional growth.