Marketing&Enrollment Registrar

Job Description

JOB PURPOSE

The Marketing & Enrollment Registrar is responsible for acquiring and enrolling new students, retaining, and engaging existing families, and building and identifying advocates that can become ambassadors of the school. The ultimate objective is to meet yearly enrollment targets and has the school fully enrolled in its programmatic capacity,

Summary of functions and responsibilities associated with this role:

This role executes Marketing and Enrollment strategies, with the supervision of the principal, and the potential assistance of other school staff as assigned by the leader to a school M&E Team as follows:

• Acts as a school representative in the community while scheduling and facilitating participation in community events and approaching community organizations for their support and partnership.
• Identifies, plans, and facilitates school events in support of M&E efforts
• Develops and posts content on the school's website and social channels
• Works with several IT systems/platforms such as customer relationship management software, student registration, and student information system platforms (CSUSA, State, District/Parish); entering and monitoring information, as well as for reporting purposes.
• Complies/adheres to CSUSA policy/standards and state and local requirements to properly process and optimize student attendance and support.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Builds Awareness of School

• Understands and can effectively communicate Charter Schools USA's and the school's identity, mission, and vision to the several types of stakeholders: families, community organizations, etc.
• Works with school leadership to provide feedback/insight that allows for improvement and refines the school's identity to ensure the school is properly represented.
• Develops, and regularly updates/modifies the school's marketing plan and related documents in collaboration with school and state teams to ensure its relevance and activities are within the school budget.
• Collaborates with state and national marketing and enrollment teams to inform the design of paid digital advertising efforts, providing images, testimonies, identity-related data, and information.
• Identify, schedule/register, coordinate, and attend/participate in community outreach events to increase school awareness and lead volume - requires working within and outside of normal school hours.
• Identifies and collaborates with community organizations that can ultimately become a partner and lift the school's reputation, identity, awareness, and overall enrollment.
• Identify needed school assets, including flyers, banners, and promotional items needed to promote the schools, and is responsible for creating and ordering these within the marketing budget.
• Works with public relations agencies and local media to promote events, accolades, and differentiating opportunities.

Generates Conversion of Family Interest into Ultimate Application and Enrollment

• Seeks and identifies school stories, testimonials, and thought leadership opportunities that build school credibility and engage families; and write posts on the website and socially.
• Develops and deliver new opportunities/strategies to promote the identity of the school to influence new parents to attend and build advocates of existing parents.
• Utilizes the customer relationship management tool (CRM) to build, generate, capture, influence, and convert families -- from once interested, to enrollment and ultimate loyalty/retention.
• Plans and coordinates school-hosted activities/experiences in support of student recruiting ( open houses and information sessions, parent tours, orientation/registration nights).
• Follows up with families interested in the school promptly and through the CRM. Communication is to be strategically executed to include phone calls, emails, text, and print, as campaigns or one-offs, in support of ongoing build relationships with families and enrollment.

Manages Application & Registration

• Develops, implements, and monitors various enrollment strategies to improve application volume such as family referrals, etc.
• Manages the application pipeline through various enrollment reports and the student registration end enrollment systems, in compliance with CSUSA, state, and local standards, policies, and processes, including the timely offering of seats.
• Follows up with applicants to welcome them and ensure they understand and properly follow up on completing and submitting required forms and documentation (, driver's license, birth certificates, and proofs of address, etc.).
• Receives documentation, and files it properly and judiciously. Enters data on student information systems from the provided documents as necessary to ensure students are fully registered.
• Reviews student records to ensure current information, accuracy, and completeness before syncing with the student information system (SIS).
• Coordinates with school-based special populations staff members to ensure special populations data & documents (including Home Language Surveys) are gathered and shared regularly with the team as students enroll.

Collaborates to Improve Retention, Loyalty & Advocacy

• Adheres to withdrawal processes and policies, including exit interviews.
• Attempts to minimize/mitigate withdrawals by addressing family satisfaction issues with families and/or leaders as directed.
• Monitors school withdrawals and provides periodic updates to leadership of number of students withdrawn, and trends of reasons why.
• Works with school leadership to develop and execute retention strategies on existing students with the ultimate goal of improving retention, start rates, and minimizing withdrawals.
• Identify, implement, and monitor various advocacy strategies to capture testimonials, identify ambassadors, and leverage raving fans.

Data Entry & Accuracy

• Enters, verifies, corrects, and audits data where and when necessary; obtains additional information for incomplete documents.
• Ensures all data for students is up to date, accurate, and aligns between the student information system (SIS), enrollment system, and the state/district systems.
• Utilizes error reports to make appropriate corrections to student data.
• Maintain student records, attendance information, and grade reporting in SIS.
• Coordinate with CSUSA departments (, food services, academics) to ensure tight PowerSchool integration for optimal system usage.
• Assist in clearing CSUSA and district error reports for proper year-long SIS database flips, and maintenance.

Managing Student Records

• Requests transcripts of incoming students and takes appropriate action to ensure completeness.
• Prepares and transmits requests for student transcripts and other official documents related to students.
• Consults with appropriate CSUSA staff and maintains electronic and hard-copied student records including attendance, immunization, transcripts, grades, student schedules, and procedures.
• Consults with CSUSA and district procedures to obtain special population student records ( special education, gifted, MLL, 504, MTSS) from prior schools for new enrollees.
• Ensures school compliance/adherence to the district, state, federal, and CSUSA regulations guidelines regarding student records, including but not limited to attendance and grades, the Family Educational Rights and Privacy Act (FERPA), as well as assist in the development and enhancement of enrollment policies and procedures.
• Responds to requests for information and access relevant files in providing information.
• Complies with all data integrity and security policies of district, state, federal, and company. Maintains the strictest confidentiality requirements.
• Reviews student records to ensure current information, accuracy, and completeness with the state/district regulations and guidelines.
• Manage and administer registration, recommitment, and withdrawal process and associated reporting for all students.

Local Billing Invoicing (NC Only)

• Prepares local billing invoices for students in the school.

Marketing and Enrollment Team Membership

• Cross-train others on critical Enrollment Registrar functions to ensure there's appropriate backup as may ever be needed.
• Provide status updates and progress on marketing and enrollment-related projects to leadership and state support as needed.
• Prepares a variety of enrollment, registration, and application reports for school leadership.

**MAY PERFORM OTHER DUTIES AS ASSIGNED**

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

SKILLS AND KNOWLEDGE

• Strong people and verbal/conversational communications skills, external and internal with ability to positively interact with individuals at all levels of the organization and network externally.
• Possesses strong EQ with active listening, negotiation and influence/sales skills.
• Strong Presentations Skills.
• Strong writing skills in English, Spanish is an added value.
• Satisfaction / Consumer resolution skills and influence.
• Marketing skills such as understanding social, ie Facebook, metrics and insight that can be identified and leveraged.
• Demonstrates proficient experience with Microsoft Office (Outlook, Word, Excel, PowerPoint), Student Information System (SIS), CRM, Adobe Acrobat, and Canva.
• Ability to adapt and incorporate emerging software technology into daily use.
• Compliance experience preferred or capable of building and retaining knowledge of Federal, State, and local requirements for K-12 schools and charter school laws, as well as adherence to company policies and processes.
• Strong organization and prioritization skills, including managing multiple priorities.
• Exhibited discipline in establishing routines to follow through on duties and projects assigned and drive projects to completion, while insisting on the highest level of quality.
• Leads by example in adherence and knowledge of the CSUSA and the school's vision, mission, and values demonstrated by the commitment to act in an ethical manner using behaviors that promote a team concept.
• Growth mindset, seeking feedback and improvement, and mindset to continuously grow by participating and completing training programs offered to increase skills and proficiency, reviewing additional information/literature related to role and responsibilities, etc.
• Ensures adherence to good safety procedures.

JOB REQUIREMENTS

• 2-year college degree/equivalent experience (required) or 4 year or higher (preferred).
• Previous sales or marketing background is highly desired.
• Work with systems is a must.
• Outgoing positive personality and excellent articulation and conversational skills is a requirement.
• Collaborative, team focused individual
• Previous School Enrollment Manager, Registrar, or equivalent experience is a plus
• Demonstrated experience in social media is required, digital advertising is a plus.
• Excellent customer service, organization, time management, and follow-up skills.
• Attention to detail and privacy must be keen
• Being bilingual is a plus
• Ability and willingness to work after hours and communicate with students, parents, and staff through calls, emails, texts, and in-person is a must.
• Must pass a background check and provide excellent references..
• Able and willing to take direction and feedback.
• Demonstrates excellent oral (including presentations), written, interpersonal (active listening), skills and ability in negotiating and influencing; professional phone etiquette.
• Proactive and takes the initiative. Think creatively. Drives project to completion. It insists on the highest level of quality.

WORK ENVIRONMENT

While performing the responsibilities of this position, the work environment characteristics listed below are representative of the environment the employee will encounter:

• Usual office working conditions.

PHYSICAL DEMANDS

• No physical exertion required.
• Travel within or outside of the state.
• Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as frequently as needed to move objects.

TERMS OF EMPLOYMENT

Salary and benefits shall be paid consistent with CSUSA salary and benefit policy. Length of the work year and hours of employment shall be those established by Charter Schools USA.

FLSA OVERTIME CATEGORY

Job is exempt from the overtime provisions of the Fair Labor Standards Act.

EVALUATION

Performance will be evaluated in accordance with Charter Schools USA's policy.

DECLARATION

The Charter Schools USA Human Resources Department retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the Human Resources Department will be subject to disciplinary action up to and including termination.