School Enrollment Coordinator

Required Qualifications: Bachelor's Degree or demonstrated experience in data management platforms and customer service.    

FLSA: This role is a 12 month, full time, non-exempt position.  The expectation is that the individual works 40 hours per week, on-site where possible.  

Report to the MSA Student Data Lead

Location: MSA Secondary Campus

Benefits: MSA offers a generous benefits package and 20 days of paid time off. 

The duties below are not intended to be a comprehensive listing of all duties and tasks performed by those holding this type of position. 

Enrollment Coordinator (85%)

• Follow the Enrollment Coordinator Procedures: 

• Admit/Enroll Students

  • Process online registrations on a timely basis based on need and direction from Student Data Lead

  • Create individual spreadsheets for multilingual tracking and Special Education tracking student totals. Share the documents with:

    • Multilingual Learners - ML Coordinator, Student Data Lead

    • Special Education - SPED Director/Due Process Clerk, Student Data Lead

• Request records for middle school students

  • Follow Student Records procedures 

  • Track by entering dates into Infinite Campus and running an ad hoc report

    • Documents received from families (not in the OLR) should be added to Infinite Campus on the day they were received and not uploaded at a later date

    • Frequently follow up with districts who have not provided records

      • Update Infinite Campus demographics/notes to add 2nd and 3rd requests

• Communicate to the Guidance Assistant and High School Counselor new students

  • Grades 10-12 before school begins

  • Grades 9-12 during the school year

• Send Notification of Change in Enrollment forms to all new students resident districts

  • Within 30 days of start of the school year (students who began first day of school)

  • Enrolling students during the school year

  • Provide digital copies saved in a folder for the current year to the Student Data Lead 

• Maintain a current list of student waitlist numbers and placement of each student on the waitlist; update as students are being admitted or applications are being received

  • Upon receiving an enrollment application, respond to the family within three school days

  • Send a status update of a family’s student waitlist number each week 

• Withdrawn students

  • Follow the student withdrawal procedures here (link) for withdrawing students

  • Communicate to the Student Data Lead when a student withdraws

  • Track the end of year withdrawals and keep track of total number of students withdrawing

• MSA Enrollment Email/Google Account

  • Use the MSA enrollment email for all correspondence to families regarding enrollment

    • Forward any emails received regarding enrollment to the MSA enrollment email account and answer from the email

  • Keep all documents regarding enrollment, withdrawals, placement testing, etc. in the MSA Enrollment Google Account associated to the MSA enrollment email

• Report student enrollment information to MSA’s authorizer, upon request

• Annual Enrollment Responsibilities

  • New Online Registration for New Students

    • Work with the Student Data Lead and Technology Coordinator to ensure all fields and criteria are accurate

  • Conduct the lottery and send out welcome letters to admitted students and waitlist letters to families of students on the waitlist

    • Ensure the previous year’s enrollment application is removed from the website before adding the next year’s application

    • Provide all details of the lottery date, procedures on when families will hear from MSA, etc. on the MSA website, Prospective Families, and calendar

  • Coordinate Math and Spanish placement testing

    • Track testing dates for students

      • Work with the Guidance Assistant to prepare and conduct the Math and Spanish placement tests

      • Share results for grades 6-8 with middle school counselor and grades 9-12 to high school counselor who will then schedule the students into the class they placed in

  • Infinite Campus User Group - New Student Reports

    • Annually create/update Infinite Campus ad hoc reports to be used by the office staff and Enrollment Coordinator

    • Provide the details and information to office staff

    • Assist staff who ask for ad hoc reports for new student details, prior to the start of the school year

  • Attend weekly enrollment meetings with MSA’s Director, Student Data Lead, and Guidance Assistant

  • Update enrollment numbers in the Google sheet being used for the school year

• New Family Communication

  • Answer enrollment questions 

    • Send all other questions, such as student scheduling, courses, and curriculum, to the counselors, and all other questions to the appropriate department

  • Communicate frequently with new families, especially families admitted prior to the next school year

  • Work with the Administration Team to learn of plans for tours and new student events

    • Relay the dates/times to families of new students

    • Communicate dates/times with office staff

  • Assist with more complicated enrollments, such as families having difficulty registering their student

Transportation (5%)

• Be the point of contact for transportation questions

• Ensure all families who reside within District 833 receive the opt-in/opt-out form for transportation; remind frequently until 833’s deadline

• Update the transportation codes in Infinite Campus indicating no transportation or transportation based on what District 833 provides each year to MSA

• If needed, use Infinite Campus for total number of students transported by the bus ad hoc reports or prior to receiving bus routes, determine an estimate by running an 833 resident district ad hoc report
   

Other Duties (10%)

• Assist with Back to School Registration processing

  • Follow up with families who have not submitted their back to school registration

• Update all change of address requests in Infinite Campus and ensure the resident 

district is updated in the enrollment record

• Back-up for office staff as needed, specifically in the Student Information department

• Contact Student Data Lead prior to working on duties outside of the job description

• All other duties as assigned

Miscellaneous Duties:

a. Promotes the MSA Mission and Vision in all communications and interactions.

b. Embodies MSA Core Values in daily activities.

c. Treats all students in an equitable manner

Physical Job Requirements:

Physical requirements associated with the position can be best summarized as follows:

• Regularly required to sit, stand, walk, talk, hear, operate a computer, hand-held learning devices and other office equipment, reach with hands and arms, and must occasionally lift and/or move up to 10 pounds.

• Duties are performed in a typical school setting. There are minimal environmental hazards and risks associated with the nature of the work.