Enrollment Data and Operations Manager

Primary Purpose

This position serves as the operational backbone of the Enrollment Management office, ensuring seamless data management, process efficiency, and administrative support for student recruitment and enrollment. The role works directly with the Head of Enrollment on all areas related to enrollment management and the strategic vision for enrollment operations, technology, and data as they relate to enrollment and re-enrollment at Lovett.

Ravenna

• Oversee the input of all records in Ravenna, ensuring the integrity and completion of all files, including 2,000+ prospect files and 700+ admission applications and their supporting documents.
• Support the conversion of prospects to applicants through timely outreach and follow-up via electronic and in-person communications.
• Maintain high levels of confidentiality and data sensitivity, including appropriate handling of financial aid application records and family financial information.
• Collaborate with admissions directors to track individual applications and support applicant families throughout the process.
• Ensure applications are complete with all relevant data, including accurate notation of financial aid status, award decisions, and any conditions attached to enrollment.
• Manage all application readers and file distribution, including applications with psycho-educational evaluations.
• Manage mass communications throughout the applicant funnel between Lovett and prospective families, with the Head of Enrollment's approval.
• Create and maintain queries and reports using available tools; export data to Excel or Google Sheets for further analysis.
• Update enrollment contracts and enrollment agreements in Blackbaud.
• Organize electronic registration for all admission events; create and run reports to prepare for events and analyze outcomes.
• Generate all admission and enrollment letters, forms, lists, and queries for internal campus partners.
• Conduct an annual review and update of the application process, including the application itself, campus tour registrations, event registrations, communications, and reports.
• Enroll spreadsheets on a monthly and annual basis, maintaining accurate records of financial aid awards and contract status.
• Aid with enrollment and re-enrollment for currently enrolled families, including coordination with the business office to ensure aid renewal information is accurately reflected in enrollment records.
• Generate contracts and enrollment agreements in Blackbaud; transfer enrollment information from Ravenna to Blackbaud, ensuring financial aid award data is accurately carried through each system.
• Track and maintain relevant data, including attrition data and reasons for attrition, time-stamped matriculation, and related records.
• Communicate new student information to the necessary parties following the family response deadline and for summer applications.
• Support research at every stage of the enrollment funnel, including non-persistor surveys, admit/decline surveys, and other measures of family satisfaction.
• Capture and record the role of financial aid in enrollment and declination decisions where disclosed.
• Track and communicate mid-year and end-of-year withdrawals to all necessary parties.
• Create and deliver scheduled and ad hoc reports to the Head of Enrollment, Admissions Team, and Leadership Team, including financial aid utilization summaries and applicant record accuracy audits.

Enrollment

• Manage enrollment spreadsheets on a monthly and annual basis.
• Aid with enrollment and re-enrollment for currently enrolled families, including coordination with the business office to ensure aid renewal information is accurately reflected in enrollment records.
• Generate contracts and enrollment agreements in Blackbaud; transfer enrollment information from Ravenna to Blackbaud, ensuring financial aid award data is accurately carried through each system.
• Track and maintain relevant data, including attrition data and reasons for attrition, time-stamped matriculation, and related records.
• Communicate new student information to the necessary parties following the family response deadline and for summer applications.
• Support research at every stage of the enrollment funnel, including non-persistor surveys, admit/decline surveys, and other measures of family satisfaction.
• Capture and record the role of financial aid in enrollment and declination decisions where disclosed.
• Track and communicate mid-year and end-of-year withdrawals to all necessary parties.
• Create and deliver scheduled and ad hoc reports to the Head of Enrollment, Admissions Team, and Leadership Team, including financial aid utilization summaries and applicant record accuracy audits.

Financial Aid Operations/Clarity

• Maintain accurate and up-to-date records of financial aid applicants in Ravenna, Blackbaud, and Clarity, including application completeness, award status, and contract acknowledgment.
• Coordinate with the Business Office to ensure timely and accurate transfer of financial aid award information into enrollment records and contracts.
• Track financial aid application completion rates across the applicant pool and flag incomplete records.
• Support the preparation of financial aid reporting for the Head of Enrollment and board presentations, including year-over-year trend data and aid-by-grade summaries.

Events and Budget Management

• Track and manage the Admission Budget, including the Joint Admissions Testing Program psychologists’ Sunshine Fund.
• Engage with new and re-enrolling families through email, phone, and in-person visits.
• Plan and execute all admission events with the team, including two major Sunday events and five Saturday events.
• Assist prospective families with technical issues related to Ravenna and Blackbaud.
• Assist with annual updates to all marketing materials.
• Support the design, ordering, and inventory of office marketing and recruitment materials.

Position Requirements

• A bachelor’s degree from an accredited university.
• Three to five years of progressive experience in independent school admissions, CRM management for recruitment purposes, or database management.
• Ability to manage competing deadlines across a high-volume admissions cycle.
• Outstanding attention to detail.
• Ability to work independently on complex projects, managing significant portions with little to no oversight.
• Excellent written and oral communication skills, including in large-group settings, to facilitate effective communication with students, parents, and colleagues.
• A strong desire to work in a collaborative office, employing a growth mindset, and working effectively in a diverse team.
• Ability to cultivate and maintain strong relationships and partnerships internally and externally.
• Superior client service skills, internally and externally.
• Excellent listening skills.
• Expert proficiency in Google Suite, Microsoft Office, and Zoom.
• Proficiency in Ravenna Solutions, Clarity, and Blackbaud, or comparable admissions and student information systems, required; working knowledge of Asana and Canva preferred.
• Must be available for evening and weekend admission events throughout the academic year.
• Ethical behavior, confidentiality, professionalism, and respect for diversity.
• Valid Georgia Driver’s License.

Other Duties as Assigned

Other duties as assigned.

The Lovett School's Mission

The Lovett School is a community of belonging that develops students of honor, faith, and wisdom with the character and intellect to thrive in learning and life. Our Core Values:

• Purpose: We value purpose as the source of motivation for learning, the discovery of self, and the foundation of a meaningful life.
• Intellect: We value intellect as a lifelong pursuit of the cognitive, social, and emotional skills required to thrive in an increasingly complex world.
• Belonging: We value belonging as a diverse community where all members feel connected, included, supported, and respected.
• Faith: We value faith as the foundation of spiritual and moral values that lead to ethical decision-making and perseverance in the face of challenges.
• Love: We value love to cultivate joyful learning, strong character, and a compassionate, healthy community.