Enrollment Specialist

GENERAL RESPONSIBILITIES:

Under general supervision of the Director of Enrollments/Registrar, this position provides excellent customer service and support for enrollment, registration, and student information system to the district’s families, students, staff, and the general public. It is primarily responsible for and supports several specialized enrollment functions including 4K, summer school, open enrollment, school lotteries and internal transfers. This position also supports general enrollment functions such as residency, guardianship, rights to records, mail, filing, document preparation, and telephones. It works with and provides training for internal and external users of the student information system and online enrollment resources. It is responsible for monitoring and maintaining the data integrity of student information system database files. Depending on proficiency level, this position provides language support for the office’s Spanish-speaking customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Supporting general enrollment processes:

1. In collaboration with other Enrollment Office staff, provides direct support for Enrollment Office functions to stakeholders including principals, secretaries, staff, parents, students, and community and government agencies. Topics include enrollment, educational guardianship and co-residency, transcripts, graduation verifications, and past address verification.

2. Assists with annual systems and procedures for the student information system including all non-traditional pointing of student to next year, master course scheduling, and school calendars.

3. Provides orientation, guidance and support to temporary and substitute staff hired during peak enrollment periods.

Specialized enrollment responsibilities:

4. Is responsible for specialized enrollment functions, such as 4k and summer school.

5. Is responsible for school lottery procedures for dual language immersion (DLI), Spring Harbor, Badger Rock and Wright Middle School. Includes processing application forms, performing lottery, communications, and customer support.

6. Supports the open enrollment processes for students both choosing to attend a district other than MMSD and those choosing to attend MMSD from another district.

7. Supports the internal transfer process for students wishing to attend an MMSD school other than the MMSD attendance area they live in.

8. Responds to customer questions about these processes.

Use of student information systems:

9. Maintains the integrity of student information in the student information system and make changes as needed.

10. Verifies student information for accuracy especially household information, addresses, and birthdates.

11. Supports user account management on the student information system. Modifies and creates user accounts within the system under the direction of the Director of Enrollments/Registrar.

12. Creates and maintains household and adult-student relationships within the student information system.

13. Assists with building staff with data requests using query tools.

14. Analyzes data using complex functions within spreadsheet tools.

15. Assists processing of report cards and sending to printing.

16. Evaluates guardianship status for students who do not live with parent/legal guardian. Verifies and notarizes information provided for school guardianship.

User and customer support

17. Provides direct user support for the student information and enrollment systems on a daily basis.

18. Trains and supports school secretaries in enrollment processes.

19. Assists in creating training agendas and providing training to school staff on student information systems and other appropriate procedures regarding student enrollment, scheduling, and reports. Maintains training guides.

20. Serves as backup for the training and support of the student communication system. Creates and maintains user accounts as needed.

21. Provides language support for the office’s Spanish-speaking customers as appropriate to his or her proficiency level.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

-Extensive problem solving skills, including both person-to-person interactions and acquiring data to inform decisions.

-High degree of accuracy and precision. Strong written and oral communication skills. Demonstrated ability to handle multiple assignments simultaneously, make sound judgments and work independently on a strict timetable.

-Advanced skills in the use of MS Excel and Word.

-Demonstrated ability to collaborate in a team oriented work group.

-Demonstrated ability to develop and implement new time saving work process features.

-Experience working cross-culturally and/or commitment to work toward improving one’s own cultural competence, i.e., valuing difference/diversity, recognizing personal limitations in one’s skills and expertise, and having the desire to learn in these areas.

-Bilingual in Spanish and English preferred.

MINIMUM QUALIFICATIONS:

-This position requires an Associate Degree, training in MS Word and MS Excel.

-A good knowledge of information systems, statistics, databases, and query tools is essential as well.

-Coursework that would be needed to perform this position would include human relations, psychology, sociology, and technology and productivity tools training.

-Demonstrated ability to effectively, communicate with a variety of personnel as computer system users including principals, clerical, certificated staff, parents and students.

-Experience must include situations which are of a very sensitive nature involving tact and the highest degree of confidentiality and discretion.

-Experience providing end users with training on a student or customer information system, planning training sessions, and providing on-going customer support on systems functions.

-Experience in enrollment and registration functions of an urban school district or similar environment, particularly in the areas of specialized enrollments such as 4K, lotteries, and summer school.

-Access to an automobile and possess valid Wisconsin Driver’s license as some travel may be required.

DESIRED QUALIFICATIONS:

Bilingual in Spanish and English preferred.

Work Location: Doyle-Research/Accountability/Data Use

Hours of work: 8:00 am to 4:00 pm

FTE/Hours Per Week: 40 hpw

Job Type: Full-time

Salary: $20.63 /hour

Required education:

• Associate

Required language:

• Spanish