Enrollment Systems & Data Coordinator

🇺🇸In-Person - Austin, TX$32K–$42K/yri1h ago

K-12 Operations Enrollment Management Data Analysis Systems Administration Operations Management SIS Integration

Role Snapshot

The Enrollment Systems & Data Coordinator serves as the backbone of KIPP Foundation's enrollment operations, ensuring systems run smoothly, data remains accurate, and front office teams receive prompt support to enable full school enrollment across the organization.

Key Responsibilities: Configure and maintain enrollment platforms (SchoolMint, HubSpot) for major milestones like annual lotteries and re-enrollment periods, perform system testing and vendor liaison duties, and manage data dashboards. Support front office and recruitment teams by resolving help tickets, managing enrollment inboxes, creating training materials, and conducting cross-system data audits and reconciliation to ensure accuracy across SchoolMint, HubSpot, and the SIS.

Skills & Tools: Strong proficiency with SchoolMint, HubSpot, Microsoft Excel, and Google Sheets for data management and analysis; excellent problem-solving, communication, and customer support abilities; ability to work independently and collaboratively in a fast-paced environment with strong attention to detail.

Qualifications: Not explicitly stated in the job description; typically requires 2-3 years of experience with enrollment systems, educational technology, or data management, combined with demonstrated proficiency in CRM and enrollment platform software.

Location: In-Person - Austin, TX

Compensation: $32K–$42K/yr (estimated)

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Job Description

The Student Enrollment and Data Team is focused on ensuring that schools are fully enrolled so that students are free to create the future they want for themselves and their communities. The team supports this vision through application acquisition and family onboarding, cultivation, and persistence.

We are seeking a proactive and detail-oriented Enrollment Systems Coordinator to support our enrollment operations, systems, and data management. This role is the backbone of our enrollment process, ensuring our systems (SchoolMint, HubSpot) run smoothly, our data is accurate, and our front office teams have their enrollment system concerns resolved promptly.

The ideal candidate is a quick learner, a natural problem-solver, and someone with a "get-it-done" attitude who thrives in a fast-paced, collaborative environment.

ROLE RESPONSIBILITIES:

Maintain Enrollment System Functionality

Configure and set up our enrollment platform for major enrollment milestones, including the annual lottery and re-enrollment periods.
Lead rigorous system testing (including zip code logic, lottery algorithms, and priority testing) and serve as a liaison with our software vendor.
Collaborate with various departments to configure and update registration and re-enrollment forms annually.
Provide ongoing support for major HubSpot initiatives, including building forms, executing email campaigns, and fulfilling dashboard requests to optimize prospective family outreach.
Oversee the phone system utilized by our Student Recruitment Team.

Data Management & Reporting

Update and maintain critical enrollment data dashboards weekly and monthly for distribution to internal stakeholders.
Lead data analysis projects and perform regular data cleanup and auditing using Microsoft Excel and Google Sheets to ensure data integrity.
Cross-System Reconciliation: Perform regular data audits between SchoolMint, HubSpot, and our Student Information System (SIS) to ensure student records are perfectly synced and accurate across all platforms.

Front Office & Student Recruitment Team Support

Manage the organization-wide enrollment inboxes on a regular basis.
Resolve incoming help tickets from front office teams, the Student Recruitment Team, and Marketing, all while providing excellent customer support.
Create and maintain parent-facing "how-to" guides, FAQs, or brief video tutorials on how to navigate the registration and lottery processes to help reduce helpdesk ticket volume and for website use.
Manage user accounts, permissions, and security roles for internal staff across all enrollment platforms.
Develop training materials on how to navigate SchoolMint and HubSpot and process enrollment documents.

Student Transfers

Review all incoming student transfer requests during designated transfer windows.
Support in evaluating and tracking transfer requests against established criteria to determine approval or denial.
Ensure approved transfers are accurately moved and documented across all relevant databases and systems.