Enrollment Systems & Data Coordinator

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.

Qualifications

QUALIFICATIONS:

• 1–3 years of experience in enrollment, school operations, data coordination, or a related administrative role.

• Strong working knowledge of Microsoft Excel and Google Sheets, including VLOOKUPs, pivot tables, and data sorting.

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace (Sheets, Docs, Slides, Drive).

• Experience with SchoolMint and/or HubSpot is a strong plus.

• Ability and willingness to work outside standard hours around major enrollment milestone launches.

COMPETENCY AND SKILLS:

• Alignment with KIPP Texas's mission and commitment to safe learning environments for every student and staff member.

• Organizational Skills: Manages multiple overlapping timelines and enrollment milestones with accuracy and follow-through.

• Tech-Savvy: Quickly learns and masters new databases, CRMs, and software systems with minimal ramp-up time.

• Customer-Centric: Communicates warmly and effectively with all stakeholders, from front office staff to department heads, with a strong service orientation.

• Process-Oriented: Creates clear, step-by-step documentation for standard operating procedures and system workflows.

• Proactive Mindset: Takes initiative, anticipates needs, and approaches challenges with a "roll-up-your-sleeves," get-it-done attitude.

Physical Requirements: 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The person in this position needs to be able to move about inside and outside the school throughout the workday.

• The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region. 

Additional Requirements:

• Reliable transportation is needed for travel between campuses

• Ability to maintain emotional control under stress.

• Work with frequent interruptions.

Work Environment: 

Hybrid work - Reports to the central office or schools three days a week

Travel Requirements: 

Minimal travel: May travel to other school sites or regional offices for professional learning, meetings and other work related activities.

Additional Information

What We Bring to the Table: 

• Comprehensive medical, dental, and vision plans with coverage options for employees and their families. 

• Competitive vacation and flexible paid time off (PTO) policies.

• Paid family leave.

• Flexible spending account or high-yield HSA.

• Employee assistance programs. 

• KIPP also offers the following employee-paid benefits: legal plans, LifeLock identity protection, life insurance and disability insurance.

KIPP Texas is an Equal Opportunity Employer. KIPP Texas ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability. Any individual needing assistance in making an application for any opening should contact the Talent Team.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job duties. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.