Inside the Admissions Journey: Christina Ullyot on Community, Strategy, and Doing Things Well

Behind The Scenes: School Leadership is a series of conversations with the people who run independent schools. Admissions directors, admins, and principals describe how their work is actually organised and where it gets difficult. We share those first-hand perspectives so other school leaders can see how the job gets done elsewhere.

Admissions can look straightforward from the outside: families inquire, visit the school, apply, and enroll. In reality, each application involves weeks of warm follow-ups, intricate data tracking, thoughtful decision-making, and a shared dedication to bringing in incredible families who align with the school.

Christina Ullyot has worked at Aberdeen Hall Preparatory School in Kelowna, British Columbia, Canada, for 15 years. For more than ten of them, she has served as the school’s Director of Admissions, blending a love for community with a proactive, solution-oriented approach to leadership.

We sat down with Christina to talk about what admissions work really looks like behind the scenes, how she approaches daily operational challenges, and how real-world user feedback helps shape better software tools for admissions teams everywhere.

Summer is Not the Quiet Season People Imagine

At Aberdeen Hall, applications are reviewed throughout the year, meaning the admissions calendar continues to stay active even when classes end for the summer.

Christina works alongside two dedicated admissions staff members. One focuses on international admissions, while Christina and another colleague manage domestic applications. Together, they answer questions, lead campus tours, and guide families through every stage of the admissions process.

Depending on the day, Christina might be answering initial inquiries, connecting with prospective parents, evaluating application files, or collaborating with school leadership on class composition for the year ahead. Afterward comes the detailed operational administration for every successful enrollment.

It is a dynamic role that requires versatility, strategic focus, and authentic human connection. As she puts it, the job involves wearing “many hats”.

Meeting the Enrollment Target is Only Half the Job

Every admissions leader works toward an enrollment target, but reaching that goal is only part of the story.

For an independent school like Aberdeen Hall, true success means looking for families whose values and expectations genuinely align with the school’s mission.

For Christina, the goal isn't simply filling places, but intentionally building a thriving community where students are set up to truly flourish.

The Art of Thoughtful Follow-Up

Much of the most meaningful work in admissions happens after that very first conversation.

In practice, keeping momentum going takes genuine care and consistent effort. A family may tour the school and feel excited about moving forward, but their final decision involves many moving parts: relocation logistics, considering multiple siblings, or reviewing financial timing.

Christina’s team excels at keeping conversations moving forward in a supportive, low-pressure way. Even after an offer has been accepted, the connection continues with many onboarding touchpoints to help students prepare for their very first day on campus.

High-Touch Communication without Information Overload

At Aberdeen Hall, responsiveness is a core priority: emails, phone calls, and messages are routinely answered within 24 hours.

At the same time, Christina recognizes that effective communication isn't about volume. It's about clarity. Her team focuses on deciding what a family needs to know right now, what can wait, and how to deliver key details clearly so parents feel confident and supported.

Turning Operational Data into Better Software Tools

Aberdeen Hall tracks a wealth of information throughout the year: inquiries, applications, offers, accepted places, and enrollment patterns. Managing this data involves meeting expectations for several governing bodies.

For Christina, stepping back from daily operations during the summer to reflect on this data isn't just an internal review. It's also an opportunity to identify where school management systems can better support admissions teams.

By sharing practical, real-world feedback, schools like Aberdeen Hall help software providers continue improving their platforms so they better reflect the realities of day-to-day admissions work.

Trust, Autonomy, and a Community That Feels Like Family

When speaking about her 15-year tenure at Aberdeen Hall, Christina is clear about what drives her continued passion for the role.

After a decade and a half, many colleagues have become close friends, and the school environment feels like an extended family.

She also deeply values the trust and leadership autonomy granted to her by the school. While Christina has clear enrollment goals to meet, she is given the creative freedom to shape the plan and refine the systems to get there—a key factor that keeps the work deeply engaging.

Strategic Focus: Doing Fewer Things, Exceptionally Well

As an organized, detail-oriented leader who naturally gravitates toward strong systems, Christina loves evaluating how processes function over time.

Because good systems become traditions quickly, Christina uses summer reflection to evaluate whether existing routines are still driving the best outcomes or if they are simply being repeated out of habit.

That insight inspired this year's strategic team goal: streamline operations, focus on core priorities, and deliver maximum quality where it matters most.

Instead of spreading themselves thin, Christina and her team are choosing to do fewer things, but do them at the highest possible standard.

For other admissions leaders, Christina’s perspective offers a valuable reminder: balancing enrollment goals, family engagement, and operational data is about more than staying busy. It's about creating the space to focus on the work that has the greatest impact on students, families, and the school community.