Enrollment Specialist

Enrollment Coordinator

Location: F.A.C.E. (James Williams Center)

Reports To: Director of Family and Engagement Services

FLSA Status: Exempt

Work Year: 12 Months (260 Days)

Salary Range: $52,000-$88,000

Benefits: 100% employer-paid premiums for employee medical, vision, and dental insurance, $50,000 life insurance policy, and family, spouse, and dependent coverage options.

Job Summary

The Enrollment Coordinator is responsible for planning, coordinating, and overseeing the district's centralized student enrollment and registration grades K-8, residency verification, transfers, and student records processes within the district. The coordinator ensures equitable access to educational services by providing efficient, customer-focused enrollment services while maintaining compliance with all federal, state, and district regulations.

Qualifications

Education: High School Diploma Required and a Bachelor's Degree preferred.

Experience: Minimum of three (3) of progressively responsible experience in: Student Enrollment, Student Services, School Operations, Family Engagement, Records Management, Public Administration. Experience in Illinois public schools preferred.

Knowledge: Comprehensive knowledge of: Illinois School Code, ISBE Enrollment Procedures, Student Residency Requirements, FERPA, Illinois School Student Records Act, McKinney-Vento, Student Information Systems, School Operations Data Reporting, Customer Service Best Practices.

Skills: Leadership and team collaboration, Exceptional customer service, Strong communication (oral and written), Conflict resolution, Data analysis and reporting, Organizational and project management, Public speaking and presentations, Technology proficiency, Policy interpretation, Process improvement.

Physical Requirements

Ability to sit, stand, and walk for extended periods. Ability to lift up to 25 pounds. Frequent computer and office equipment use. Occasional evening and weekend work for enrollment events.

Preferred Certifications

Illinois Professional Educator License (preferred but not required), FERPA Compliance Training, McKinney-Vento Training, Customer Service Certification, Project Management Certification (preferred).

Enrollment Management

Manage and oversee the district's centralized enrollment and registration office. Coordinate enrollment activities for all district schools. Process new student enrollments, transfers, withdrawals, and re-enrollments. Verify residency, guardianship, immunization records, birth certificates, and other required enrollment documentation. Ensure enrollment procedures are standardized across all schools. Develop and implement districtwide enrollment policies and procedures. Coordinate annual student registration and online enrollment campaigns. Monitor enrollment capacity and collaborate with district leadership regarding school assignments and student placement.

Student Records Management

Coordinate the receipt, transfer, maintenance, and release of student records districtwide. Ensure student records comply with FERPA and Illinois School Student Records Act requirements. Process requests for records from other districts and educational agencies. Maintain secure and confidential student information. Oversee cumulative record management and electronic document storage.

Residency Verification

Administer district residency verification procedures. Review and verify residency documentation. Coordinate investigations of questionable residency cases when necessary. Maintain residency documentation in accordance with district policy. Collaborate with attendance personnel regarding residency concerns.

Family Engagement & Customer Service

Serve as the primary district contact for student enrollment. Assist families throughout the enrollment process. Provide guidance regarding school attendance boundaries and enrollment eligibility. Coordinate language assistance services for multilingual families. Ensure a welcoming and equitable enrollment experience for all families. Resolve enrollment concerns promptly and professionally.

Compliance

Ensure districtwide compliance with: Illinois School Code, Illinois State Board of Education (ISBE) regulations, FERPA, Illinois School Student Records Act, McKinney-Vento Homeless Assistance Act, Title VI, Title IX, IDEA, Health and Immunization Requirements, Residency Requirements, State reporting deadlines.

Data Management & Reporting

Maintain accurate district enrollment data. Monitor daily enrollment trends. Prepare enrollment reports for district leadership. Assist with ISBE reporting requirements. Analyze enrollment patterns and demographic trends. Coordinate official enrollment counts. Monitor student mobility and retention data. Recommend strategies to improve enrollment processes.

Recruitment & Student Retention

Coordinate districtwide enrollment marketing initiatives. Support student recruitment efforts. Organize Kindergarten Round-Up and Pre-K enrollment events. Participate in community outreach and enrollment fairs. Collaborate with Communications regarding enrollment campaigns. Develop strategies to improve student retention.

Collaboration

Work collaboratively with: Superintendent, Cabinet Members, School Principals, Assistant Principals, Human Resources, Student Services, Special Education, Transportation, Nursing Services, Food Services, Technology Department, Finance Department, Attendance and Truancy Personnel, Family Engagement Staff, Community Organizations.

Operational Leadership

Oversee district enrollment software and online registration platforms. Develop enrollment workflows and operational procedures. Train school-based staff on enrollment procedures and compliance. Coordinate district enrollment calendars. Recommend process improvements and technology enhancements. Maintain enrollment forms and procedural manuals. Support strategic planning related to enrollment growth and capacity.

Additional Duties

Assist during emergency enrollment situations. Coordinate summer registration activities. Support district initiatives related to student access and equity. Serve on district committees as assigned. Perform other duties assigned by the Superintendent or designee.