District Enrollment Specialist presso Caldwell County Schools

District Enrollment Specialist
DEPARTMENT: Assessment, Accountability and Research
REPORTS TO: Director of Assessment, Accountability and Research
WORK SCHEDULE: 12 month
LOCATION: Central Office
CONTACT: [email protected]

PRIMARY FUNCTION: The Enrollment Coordinator is responsible for managing the school district's enrollment process for all students. This role ensures a smooth and positive enrollment experience for students and families by collaborating with faculty, staff, and parents. Responsibilities include managing enrollment applications, analyzing enrollment projections, preparing necessary documentation, and providing comprehensive support throughout the enrollment process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Student Enrollment:

• Ensure compliance with state and local enrollment policies and procedures
• Monitor state-mandated class size regulations and report to supervisor
• Evaluate student applications to determine eligibility for specialized support services
• Collaborate with the McKinney-Vento Coordinator to support students experiencing homelessness
• Coordinate with Exceptional Children's services for the placement of students with Individualized Education Programs (IEPs)
• Work with Student Services to support students in foster care/group home settings and transfers
• Partner with the English Learners department to assist non-English speaking families
• Collaborate with PreK and Elementary Departments for kindergarten enrollments
• Coordinate with the Transportation Department to ensure transportation data is delivered in a way that meets their needs
• Collaborate with school data managers to facilitate student enrollment and training

Discretionary Admission/Release

• Manage the Discretionary Admission/Release for students going to or coming from local private, charter or virtual schools
• Collaborate with principals/data managers to ensure students are in good standing
• Distribute process information to parents with discretionary admissions:
• Collaborate with district staff regarding transfer admission data

Student Information System (SIS) Infinite Campus:

• Manage the new SIS platform relative to enrollment and related tasks
• Address parent inquiries and concerns related to enrollment
• Troubleshoot SIS issues relative to enrollment
• Support the SIS Coordinator and serve as backup to the SIS coordinator
• Attend training sessions for SIS designees
• Monitor records transfers

Student Records

• Serve as the primary point of contact for student records and coordinate with Records Staff
• Upload/print transcripts and other school records for electronic/in person processing.

Website

• Maintain up-to-date content on the Dept. of Assessment, Accountability and Research web page, primarily enrollment
• Provide links to applications and relevant information

Parent Communication and Support:

• Manage phone calls and email inquiries about enrollment
• Address parent concerns regarding enrollment

Other Duties as Assigned 

KNOWLEDGE, SKILLS AND ABILITIES: The District Enrollment Coordinator must have exceptional organizational skills as well as a developed ability to express themselves in both oral and written forms. Familiarity with various data entry platforms and software applications, understanding of database structures and principles, proficiency in Microsoft Excel/Google, including formulas, functions, and data manipulation, as well as proficient with Microsoft Word/Google and other word processing software, data entry, spreadsheets, desegregate data, troubleshoot basic technical issues.Candidate must display effective time management, file management, and ability to handle sensitive information.

MINIMUM TRAINING AND EXPERIENCE: Candidates must possess either an associate's (2-year) or bachelor's (4-year) degree in business administration or a related field, or demonstrate equivalent professional experience in an educational administrative assistant or clerical support capacity.

EVALUATION: Performance of this job shall be evaluated annually in accordance with provisions of the board's policy on evaluation of classified personnel.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Must be physically able to sit, stand, walk and drive a car. Must be able to lift boxes up to 10 pounds. Physical demand requirements are for Light Work.

Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics of data, people or things.

Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Requires the ability to utilize mathematical formulas, to add, subtract, divide and multiply.

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.