Enrollment Specialist

Job Description

Job Description

Job Title: Enrollment Specialist 

The Enrollment Specialist supports the Director of Enrollment by assisting with lead nurturing, scheduling and conducting tours, parent orientations, and marketing efforts. This dynamic role includes overseeing staff, assisting the Director and Assistant Director with various tasks, and helping organize community events. The position focuses on "4 hours of productivity," which includes CRM management, email marketing, lead generation, and community engagement.

Daily Focus

• Monday: CRM/tours, social media post/stories
• Tuesday: CRM/tours, social media stories/post
• Wednesday: Class check ins/transition oversight, social media post and story
• Thursday: CRM/tours, marketing email
• Friday: CRM/tours, social media post and story 

• Using CRM -Tracks all inquiries, converts them into parent tours, and then turns tours into enrollments. They accurately report new students, withdrawals, and transitions to the admin team every Thursday via email. Will assist the Director of Enrollment with nurturing leads.
  • 30 days of lead generation will be reached out to every day via call, text, or email
  • All communication will be tracked in CRM
• Maintain following % for each lead category
  • Schedule 70%
  • Show 80%
  • Close 80%
• Collaborate on a shared End of Day (EOD) document throughout the day, and ensure it is finalized and sent at the end of the day to the Owner, Regional Director, and Directors via email. (See the example EOD from the Director of Enrollment for reference)
  • Leads generated
  • Tours scheduled
    • Information about families in the daily report
  • Tours completed
    • Information about families in the daily report
  • Registrations closed
• Aid administrative staff with day-to-day tasks including parent communication
• Complete mid-morning check-ins with new students
• Ensure we have collateral & photos of curriculum
• Send registration fees, enrollment forms, family handbook, and what to expect the first day
• Social media:
  • 1 post every day (using Hootsuite to schedule out posts ahead)
  • 2 stories per day
  • Lead management daily
  • Work with Director/CC or pre/post event posts and outreach
  • B2B direct messaging for events & happenings
  • Interact with different accounts by liking, commenting, and following 
• Confirmation for incoming appointments: (will be automated, make sure automations are working properly) 
  • Monday mornings – text all incoming tours and parent orientations to confirm appointment using Confirm Appointment Script & “paint the picture”
  • Monday mornings – text to confirm all new students/families for the week & “paint the picture”
  • Day of appointment – text all incoming tours and parent orientations to confirm appointment using Confirm Appointment Script & “paint the picture”
• Coaches and counsels staff when necessary.
• Keep up-to-date calendar of all incoming and finished tours, share with staff (find method to track digitally)
• Keeps up-to-date waitlist and notifies all upcoming enrolled families on timeline 
• Send registration information to newly registered families
• Maintain “hot list” from CRM and reach out to all daily
  • Hot list are families that have been engaged on CRM, have been scheduled and/or come in for a tour but have not enrolled

Weekly

• Weekly email marketing sent to email list
• Weekly meeting with Director of Enrollment for daily tasks
• Weekly lead generation through different channels
  • Events, social media
• Update transition sheet and wait list
  • Check transition time in classrooms/chat with teachers 
• Averages 10 personal scheduled tours per week which leads to an average of 6-8 registrations per week
• Average 15 school-wide scheduled tours per week
• Conducts Parent Orientations 

Monthly

• Report all KPI’s from CRM for self & entire team
  • Leads generated, tours scheduled, tours completed, registrations closed
• With Director of Enrollment, sets school goals for enrollments, registrations, tours completed, tours booked, and leads generated
• Clean up CRM
• Perform any special rates
• Send information about upcoming events/specials information

• Maintains effective communications with families.
• Maintains professional conduct when working with parents, staff, and visitors.
• Maintains strict confidentiality regarding children and families.
• Recognizes parent concerns, evaluates course of action and responds appropriately to the needs of families. Communicates family concerns to the Director.
• Conducts parent meetings and other conferences as appropriate.
• Work with Director & Assistant Director to take feedback from families and implement to provide the best experience

• Must be able to react quickly with sound judgment and problem-solving skills in complex and critical situations, such as injuries and accidents.
• Must use excellent verbal and written communication skills with parents, children, and staff.
• Must be capable of lifting, carrying, and holding children in accordance with local state requirements.

Pay: Hourly

$15 hour -$20hour 

plus, Commission/ Bonuses