Admissions Executive (Parent Support And Admissions)

Viet Nam Tinh Hoa - The Futures School is a boutique K-7 school, designed to grow into a full K-12 continuum. Built on the IB pathway and global academic collaboration, the school brings together academic rigour, future-facing learning, and a distinctly Vietnamese purpose. As part of Embassy Education, the leading creative education ecosystem in Vietnam, Viet Nam Tinh Hoa is grounded in a holistic approach that integrates academics, arts, and sports to nurture well-rounded individuals prepared for a rapidly changing world. Through long-term strategic partnerships with ReGenerating Education and Harvard Project Zero (Harvard University), and academic collaboration with Stanford d.school and MIT Media Lab, Viet Nam Tinh Hoa - The Futures School is helping shape a distinctly Vietnamese model of education - developed from within and designed for the future of Vietnam's next generation.
Role Purpose:
The Parent Support cum Admissions Executive is responsible for managing inquiries from prospective and current parents, ensuring a smooth execution of the admissions process, and supporting daily student and parent-related operations in accordance with the School's procedures.
Key Accountabilities:
I. PARENT SUPPORT
1. Parent Daily Communication
• Serve as the first point of contact for prospective and current parents at the School.
• Manage the Admissions hotline, landline and email: Coordinating responses to inquiries and issues from parents and students, ensure timely and clear communication.
• Liaise to schedule appointments with current/prospective parents or guests.
• Manage the School's Zalo channel, sending reminders and announcements (holidays, events, activities, etc.) to parents. Assist with posting updates to Zalo feed or moments as requested.
2. Student Attendance Management
• Take daily attendance via iSAMS and update relevant teams (kitchen, nurse, enrichment programs, etc.) on attendance changes.
• Monitor and manage student absences, late arrivals, early pickups, and other changes in pickup routines. Communicate updates to relevant teams.
• Supervise and coordinate with security during student dismissals at key times (1:30 pm - early leave/no swimming, 2:45 pm - no enrichment, 3:45 pm - normal dismissal); Supervise and ensure communication with parents for students staying after 4:00 pm.
3. Student Fees Liason
• Track and send monthly fee notices for tuition, bus services, and other related fees.
• Collaborate with Operations to prepare bus lists at the beginning of the year and share route details and fee information with parents, and follow up on payments.
• Assist parents with uniform purchases. If parents are unavailable, help students with uniform fittings and send receipts for payment.
4. Re-enrollment and Withdrawal
• Track re-enrollment at the end of the year, update class lists and tuition fees, and assist with payment collection.
• Notify relevant departments of student withdrawal, support with refund and contract termination (if any), and provide academic records or MOET reports upon request.
II. ADMISSIONS
1. Assist in Key Admissions Tasks
• Provide consultation and guidance to prospective parents.
• Assist in conducting school tours, Open Days, Playdates, and other admissions events to support prospective parents.
• Generate test codes for student assessments, supervise testing sessions.
• Prepare and send Offer Letters to parents through the Admissions email.
• Collaborate with Legal Department to prepare and send contracts and accompanying agreements to parents, and ensure proper documentation is saved and processed.
• Coordinate with the Accounting to prepare Payment Statements and send to parents, track payments, issue receipts, and update payment tracking documents.
• Update student details in the Class List/iSAMS system and notify relevant departments (IT, Operations, Teachers, Nurse) of new student enrollments.
• Communicate any allergy or dietary requirement information to the nurse and kitchen.
• Schedule uniform pick-up appointments, inform relevant staff, and assist when parents or students arrive.
• Collect and upload full enrollment documents to the shared admissions folder, ensuring full collection of student/family information.
• Add parent contact information under standardized naming formats in hotline and ensure inclusion in communication groups on Zalo.
• Assist in the scholarship process, including responding to parent inquiries, generating test codes for assessments (e.g. CAT4), and coordinating with staff for test results and notifications.
2. Admissions for Summer Programs
• Manage admissions and family liason service for Summer Programs, including consultation, payment processing, and ongoing parent support.
III. OTHERS
• Translate documents, templates, or other materials related to Admissions and coordinate with the Design Team to update documents as needed.
• Assist MOET team and School Nurse in communication with parents/students.
• Join Parent Ambassador meetings, interpret if needed, take meeting minutes, and send them to parents.
• Provide interpretation/translation support for SLT when required, including written documents, emails (checking MTO, translate invitation to update parents about IKMC Competitions, World Scholar's Cup, Residential Trips, etc.,), or meetings with parents (to solve students' behaviors, bullying at school, children with special needs, etc.).