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Job Title: 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

Reports to: Director of Family and Student Services

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:
Essential Duties and Responsibilities

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

Ability To

• Lead districtwide enrollment initiatives.
• Maintain confidentiality.
• Analyze enrollment trends and recommend improvements.
• Build collaborative relationships across departments.
• Communicate effectively with diverse stakeholders.
• Manage multiple priorities in a fast-paced environment.
• Exercise sound judgment and discretion.
• Interpret and apply complex regulations and policies.

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.