Admissions Executive

MISSION

The primary role of the Admissions Executive is to ensure that the administrative formalities for student enrollment re-enrollment and departure run smoothly.

This role handles multiple student applications simultaneously and at different points in their enrollment journey. This position requires process discipline and a keen eye for details and procedures.

The Admissions Executives role is critical in ensuring that first impressions of the school are positive

and that applications are processed following the schools timelines policies and practices.

RESPONSIBILITIES

Administrative management of enrollment and re-enrollment files:

• Manage student enrollment and re-enrollment requests (verification and validation of required documents communication with parents for missing/additional documents)
  

• Manage admissions committees (monthly planning preparation information to families)
  

• Update the student database and create opportunities on the CRM tool (Salesforce)
  

• Ensure the request and follow-up of student passes
  

• Ensure the application and follow-up of MOE exemption requests for Singaporean students (Ministry of Education files)
  

• Ensure the validity of visas for all students
  

• Produce certificates upon request
  

Departure File Management :

• Manage student departures: tracking preparation mailing of files to families certificates of completionUpdate the student database
  

• Regular analysis of the departure survey
  

Internal and External Relationship Management:

• Be the central point of contact to onboard and welcome prospective and/or enrolling families (by phone and by appointment)
  

• Advise families regarding educational opportunities and options admission process and other requirements policies and procedures as appropriate.
  

• Perform campus visits in support of the Parent Relations Specialist
  

• Provide support for Open House and Virtual Open House events including welcoming families conducting campus tours and responding to questions and enquiries as required on weekdays and Saturdays.
  

• Attend internal and external events (trade fairs visits etc.) Liaise with the various IFS departments: pedagogical secretariats finance GAIN FLSCO French Passerelle IT and bookstores
  

• Discuss specific situations with the pedagogical leadership when necessary
  

Management of reporting related to its activity:

• Regularly report on student enrolment re-enrollments and departures and the demographics of IFS
  

• Follow-up of dashboard
  

• Respond to various surveys (AEFE CPE)
  

Contribute to the continuous improvement of activity:

• Ensure that information and forms on the website are up to date.
  

• Identify and follow up on improvements to be made to Eduka to facilitate the proper management of enrolment re-enrolment and departures (participate in the testing of the tools)
  

• Participate in the management of ad hoc continuous improvement projects as requested by management
  

The precise list of responsibilities described above is only indicative and subject to change according to the evolution and the needs of the department and as required by the manager.

REQUIRED SKILLS EXPERIENCE AND QUALIFICATION

• Education:
  

• Diploma or degree in Business Administration Education Hospitality Customer Service or a related field.
  

• Additional training or qualifications in admissions customer service administration or CRM systems would be an advantage.
  

• Experience:
  

• Minimum 23 years of relevant experience in admissions school administration education customer service or a similar administrative role.
  

• Experience managing multiple applications records documentation and deadlines.
  

• Experience in handling enquiries and providing administrative support to families students and internal stakeholders.
  

• Experience working with a CRM system preferably Salesforce for maintaining records creating and managing opportunities tracking interactions and following up on prospective families.
  

• Experience with student information or admissions management systems preferably Eduka would be an advantage.
  

• Technical Skills:
  

• Strong administrative and organisational skills with excellent attention to detail.
  

• Proficiency in Microsoft Office applications particularly Outlook Word and Excel.
  

• Good working knowledge of Salesforce CRM including maintaining accurate records creating and updating opportunities recording interactions and monitoring follow-ups.
  

• Ability to work effectively with student information and admissions systems including Eduka with the ability to learn and adapt to new functionalities and processes.
  

• Good understanding of document management data accuracy and confidentiality.
  

• Ability to prepare reports maintain accurate records and follow established processes and procedures.
  

• Soft Skills:
  

• Excellent communication and interpersonal skills with a professional and welcoming approach to families.
  

• Strong customer service mindset and ability to build positive relationships with parents and internal stakeholders.
  

• Ability to manage multiple priorities and work effectively within deadlines.
  

• Strong attention to detail and process discipline.
  

• Ability to work independently while collaborating effectively with different departments.
  

• Discretion and professionalism when handling confidential student and family information.
  

• Calm adaptable and solution-oriented when dealing with enquiries or complex situations.
  

WORKING CONDITIONS

• Contract Type: Permanent (Full-Time)
  

• Work Hours: 42 hours per week Monday to Friday with occasional Saturday work as required for school events and operational needs.
  

• Remuneration: Remuneration based on experience and the IFS salary scale
  

• Benefits: Health insurance coverage for employees along with other benefits as outlined in the Employee Handbook.
  

• Leaves Entitlement: The employee will be entitled to leave benefits in accordance with the IFS Leave Policy and applicable Singapore employment regulations
  

• Language Skills: Proficiency in French and English would be an advantage
  

LINE MANAGER

• Direct Supervisor: Admissions and Corporate Relationship Manager or any other person designated by the School.
  

WORKING RELATIONSHIPS

• Internal Relationships:
  

• Works closely with Admissions and Parent Relations teams pedagogical leadership and pedagogical secretariats to ensure the smooth and timely management of student admissions enrolment re-enrolment and departures. The role liaises regularly with the Finance GAIN FLSCO French Passerelle IT Bookstore Well-Being and other relevant administrative and pedagogical departments to coordinate student onboarding documentation systems updates and other administrative requirements.
  

• External Relationships:
  

• Acts as a key point of contact for prospective enrolling and current families providing clear information and guidance throughout the admissions and enrolment process. The role liaises with relevant external organisations and authorities including the Ministry of Education (MOE) AEFE (Agency for French Education Abroad) embassies and diplomatic missions where required in relation to student admissions passes exemptions documentation and other administrative matters. The Admissions Executive also maintains professional relationships with external service providers partners and industry peers as appropriate and participates in relevant events and networks to support the schools admissions activities and share good practices.
  

Required Skills:

Language Skills: Proficiency in French and English would be an advantage because the students are French