Enrollment Systems & Data Coordinator

The Student Enrollment and Data Team is focused on ensuring that schools are fully enrolled so that students are free to create the future they want for themselves and their communities. The team supports this vision through application acquisition and family onboarding, cultivation, and persistence.

We are seeking a proactive and detail-oriented Enrollment Systems Coordinator to support our enrollment operations, systems, and data management. This role is the backbone of our enrollment process, ensuring our systems (SchoolMint, HubSpot) run smoothly, our data is accurate, and our front office teams have their enrollment system concerns resolved promptly.

The ideal candidate is a quick learner, a natural problem-solver, and someone with a "get-it-done" attitude who thrives in a fast-paced, collaborative environment.

ROLE RESPONSIBILITIES:

Maintain Enrollment System Functionality

• Configure and set up our enrollment platform for major enrollment milestones, including the annual lottery and re-enrollment periods.

• Lead rigorous system testing (including zip code logic, lottery algorithms, and priority testing) and serve as a liaison with our software vendor.

• Collaborate with various departments to configure and update registration and re-enrollment forms annually.

• Provide ongoing support for major HubSpot initiatives, including building forms, executing email campaigns, and fulfilling dashboard requests to optimize prospective family outreach.

• Oversee the phone system utilized by our Student Recruitment Team.

Data Management & Reporting

• Update and maintain critical enrollment data dashboards weekly and monthly for distribution to internal stakeholders.

• Lead data analysis projects and perform regular data cleanup and auditing using Microsoft Excel and Google Sheets to ensure data integrity.

• Cross-System Reconciliation: Perform regular data audits between SchoolMint, HubSpot, and our Student Information System (SIS) to ensure student records are perfectly synced and accurate across all platforms.

Front Office & Student Recruitment Team Support

• Manage the organization-wide enrollment inboxes on a regular basis.

• Resolve incoming help tickets from front office teams, the Student Recruitment Team, and Marketing, all while providing excellent customer support.

• Create and maintain parent-facing "how-to" guides, FAQs, or brief video tutorials on how to navigate the registration and lottery processes to help reduce helpdesk ticket volume and for website use.

• Manage user accounts, permissions, and security roles for internal staff across all enrollment platforms.

• Develop training materials on how to navigate SchoolMint and HubSpot and process enrollment documents.

Student Transfers

• Review all incoming student transfer requests during designated transfer windows.

• Support in evaluating and tracking transfer requests against established criteria to determine approval or denial.

• Ensure approved transfers are accurately moved and documented across all relevant databases and systems.

The Student Enrollment and Data Team is focused on ensuring that schools are fully enrolled so that students are free to create the future they want for themselves and their communities. The team supports this vision through application acquisition and family onboarding, cultivation, and persistence.

We are seeking a proactive and detail-oriented Enrollment Systems Coordinator to support our enrollment operations, systems, and data management. This role is the backbone of our enrollment process, ensuring our systems (SchoolMint, HubSpot) run smoothly, our data is accurate, and our front office teams have their enrollment system concerns resolved promptly.

The ideal candidate is a quick learner, a natural problem-solver, and someone with a "get-it-done" attitude who thrives in a fast-paced, collaborative environment.

ROLE RESPONSIBILITIES:

Maintain Enrollment System Functionality

• Configure and set up our enrollment platform for major enrollment milestones, including the annual lottery and re-enrollment periods.

• Lead rigorous system testing (including zip code logic, lottery algorithms, and priority testing) and serve as a liaison with our software vendor.

• Collaborate with various departments to configure and update registration and re-enrollment forms annually.

• Provide ongoing support for major HubSpot initiatives, including building forms, executing email campaigns, and fulfilling dashboard requests to optimize prospective family outreach.

• Oversee the phone system utilized by our Student Recruitment Team.

Data Management & Reporting

• Update and maintain critical enrollment data dashboards weekly and monthly for distribution to internal stakeholders.

• Lead data analysis projects and perform regular data cleanup and auditing using Microsoft Excel and Google Sheets to ensure data integrity.

• Cross-System Reconciliation: Perform regular data audits between SchoolMint, HubSpot, and our Student Information System (SIS) to ensure student records are perfectly synced and accurate across all platforms.

Front Office & Student Recruitment Team Support

• Manage the organization-wide enrollment inboxes on a regular basis.

• Resolve incoming help tickets from front office teams, the Student Recruitment Team, and Marketing, all while providing excellent customer support.

• Create and maintain parent-facing "how-to" guides, FAQs, or brief video tutorials on how to navigate the registration and lottery processes to help reduce helpdesk ticket volume and for website use.

• Manage user accounts, permissions, and security roles for internal staff across all enrollment platforms.

• Develop training materials on how to navigate SchoolMint and HubSpot and process enrollment documents.

Student Transfers

• Review all incoming student transfer requests during designated transfer windows.

• Support in evaluating and tracking transfer requests against established criteria to determine approval or denial.

• Ensure approved transfers are accurately moved and documented across all relevant databases and systems.