Enrollment Coordinator

Enrollment Coordinator - 32711

Ada, OK | Tribal Enrollment and CDIB | Full Time

Posted today | Apply before November 10, 2026

Description

We are currently looking for a Full Time Enrollment Coordinator to join our Citizenship team located at the Chickasaw Nation Tribal Government.

Summary: This position is responsible for duties relating to the process of applications and files of the tribal enrollment office. Responsible for providing excellent customer service by assisting customers with updates or requested information. Performs general office duties such as filing, data entry, scanning, laminating, creating labels, and answering phone calls.

Responsibilities:

• Greets persons entering the building and directs individuals to correct destination
• Answers the phone, transfers call, takes messages and screens calls per guidelines for areas served
• Processes CDIB applications, including research of records available, and issuance of CDIB cards
• Entering and scanning approved CDIB and citizenship files into the tribal enrollment database
• Assists with research of records available
• Processing CDIB and citizenship applications, including research of records available and issuance of CDIB/citizenship cards as needed
• Creates and maintains working relationships with the tribal enrollment staff of other Civilized tribes to ensure information is exchanged in a timely manner
• Files all pertinent CDIB documents and records
• Responsible for filing all documents associated with the issuance of a CDIB and citizenship, including the preparation of file labels and folders
• Responsible for keeping documents organized and filed in a timely manner to ensure quick, easy access for retrieval of files at all times
• Inspects the filing section periodically to ensure records are categorized properly and are being maintained in a good condition
• Processes letters for CDIB recipients regarding applications
• Informs and assists clients with the CDIB/Citizenship application process
• Provides clients with information as needed
• Provides clients with application status updates upon request
• Effectively communicates departmental processes and requirements to the client
• Remains current on all departmental procedures regarding application requirements
• Completes departmental paperwork as required
• Maintains a high standard of professionalism in communications
• Responsible for scanning the appropriate documents received from walk-in clients into the database
• Reviews lineage of applicant and ensures all required documentation is on file or requests the required documentation from the client
• Consults with the Birth Certificate Specialist to ensure the appropriate format of birth certificate has been submitted and also verifies if the appropriate format of birth certificate is on file for the applicant's lineage
• Responsible for mailing new citizen packets
• Assists with preparing and mailing pending letters to clients, as needed
• Provides first class customer service to both internal and external customers and responds to inquiries, compliments, and/or complaints with professionalism, courtesy, and efficiency
• Completes all training and development requirements and participates in continuing education opportunities
• Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
• Maintains a clean, organized work area and ensures a safe environment
• Maintains and promotes professionalism
• Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
• Adheres to Chickasaw Nation dress code standards
• Maintains knowledge of and follows all rules, regulations, policies and guidelines for assigned area
• Performs all other duties as assigned

Competencies:

• Ability to collaborate with and or coordinate efforts of others (e.g. cross-functional teams)
• Able to follow instructions, both written and oral
• Able to adhere to all scheduling and attendance requirements
• Ability to maintain a high level of confidentiality in all matters
• Extreme customer-focused behavior
• Must be detail-oriented
• Honesty, truthfulness, reliability, accountability
• Able to read, understand, apply, and retain knowledge of Chickasaw Nation, departmental, divisional and all other rules, regulations, policies, procedures and guidelines
• Filing skills
• Must work under hard deadlines
• Able to verbally communicate in a professional and positive manner with other team members, departments, guests and management
• Interpersonal skills to motivate, investigate, inspire
• Ability to write clearly, concisely, and accurately (e.g. Reports, business correspondence, and procedure manuals demonstrating logic focus, critical thinking, and clarity with a diverse group of people, including employees, clients, general public, outside entities, administrative staff, and co-workers)

Skills:

• Basic Computer skills
• Intermediate skill using Microsoft Office products
• Accurate typing and/or data entry skills

Experience:

• 3 years directly related experience

Education:

• High School, GED or Equivalent

Credentials:

• Pass general background check
• Standard Driver's License

Working Conditions:

• Works in an office setting
• Pass pre-employment drug test

Training:

It is the responsibility of each employee to attend required training for their position or profession as determined by their line of support (LOS) or the leadership of the Chickasaw Nation. It is the responsibility of those who supervise, manage or otherwise lead employees or teams to ensure each employee has access to and receives all required training.

Mission, Vision & Core Values:

Mission: To enhance the overall quality of life of the Chickasaw people.

Vision: To be a nation of successful and united people with a strong cultural identity.

Core Values: The Chickasaw People, Cultural Identity, Servant Leadership, Selflessness, Can Do Attitude, Perseverance, Stewardship, Trust and Respect, Loyalty, Honesty and Integrity, Teamwork