Admissions Coordinator - Heartland Boys Academy

Job Description

Job Description

The Admissions Coordinator plays a key role in ensuring a smooth, compassionate, and efficient admissions process for families and their teens entering our programs. This role is responsible for managing inquiries, guiding families through the intake and enrollment process, and working closely with internal teams to ensure youth are placed appropriately based on their needs and strengths.

Key Responsibilities

• Serve as the first point of contact for prospective participants, caregivers, referring professionals, and community partners.
  
  

• Respond to inquiries via phone, email, and online platforms with professionalism, warmth, and clarity.
  
  

• Facilitate the intake process, including application reviews, eligibility screenings, and coordination of intake interviews.
  
  

• Maintain accurate and confidential participant records in accordance with HIPAA, FERPA, and internal guidelines.
  
  

• Coordinate with program, remote, and administrative staff to ensure timely communication and onboarding for new participants.
  
  

• Develop and maintain tracking systems to monitor inquiries, application statuses, and admission outcomes.
  
  

• Participate in staff meetings, training sessions, and organizational events as needed.
  
  

Qualifications

• Bachelor’s degree in marketing, communications, social work, education, psychology, public health, or a related field (or equivalent experience).

• Minimum of 2 years of experience in admissions, youth services, nonprofit coordination, or a related field.

• Strong interpersonal and communication skills, with a trauma-informed and culturally responsive approach.

• Ability to manage sensitive information with discretion and maintain confidentiality.

• Highly organized, detail-oriented, and comfortable managing multiple priorities simultaneously.
  Proficient in Google Workspace, and CRM or case management systems (e.g., Salesforce, Apricot).

• Ability to be teachable and a strong team player, always working for the goals of the organization and the families we serve.

• Passion for working with youth, families, and putting hope within reach.

Why Work Here?

Heartland Boys Academy is located in Nebo, KY, in a serene property on a gorgeous lake. This quiet community is surrounded by endless outdoor activities and is still within reach of multiple larger cities, Louisville, Lexington, Cincinnati, and Indianapolis.

Heartland Boys Academy desires to bring on staff those who add to its existing positive, high-character culture. There is a focus on professional and personal development for staff with strong accountability, care, and respect for staff. This program uses an integrated approach of trauma-informed care and spiritual growth for both students and staff.