School Based Enrollment Coordinator

About the role

The School Based Enrollment Coordinator is responsible for receiving, reviewing, processing, and maintaining student records requests through the school’s records submission system. This position ensures timely, accurate, and confidential handling of student records in compliance with state and federal regulations, school policies, and established service standards. The Records Clerk works collaboratively with school staff, families, districts, and external agencies to support student enrollment, withdrawals, transfers, and records management activities.

Responsibilities

• Monitor and manage incoming requests within the student records submission system.
• Review requests for completeness and accuracy and obtain additional information when needed.
• Process student records requests within established timelines and service-level expectations.
• Prepare, maintain, retrieve, and distribute student records in accordance with FERPA and other applicable regulations.
• Maintain accurate documentation and tracking of all records requests and actions taken.
• Respond professionally and courteously to inquiries from families, districts, school staff, and outside agencies.
• Verify authorization and eligibility of individuals or organizations requesting student information.
• Support enrollment, withdrawal, and transfer processes by coordinating the exchange of student records.
• Scan, index, upload, and organize electronic student documents within designated systems.
• Perform quality assurance checks to ensure the accuracy and completeness of student records.
• Escalate complex records issues or compliance concerns to appropriate leadership.
• Maintain confidentiality and security of student information at all times.
• Assist with records retention, archiving, and destruction procedures in accordance with established policies.
• Generate reports and provide status updates regarding records requests as needed.
• Participate in training and continuous improvement efforts related to records management processes.

Requirements

• High school diploma or equivalent required.
• Minimum of one (1) year of administrative, clerical, records management, or customer service experience.
• Experience working with confidential information and maintaining data accuracy.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.

Preferred Qualifications

• Experience in K-12 education, student records, enrollment, or school administration.
• Knowledge of student information systems and electronic document management systems.
• Familiarity with FERPA and student records regulations.

Knowledge, Skills, and Abilities

• Strong attention to detail and organizational skills.
• Ability to manage multiple requests and competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong customer service orientation and professionalism.
• Ability to work independently while meeting deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with database systems, online submission platforms, and document management tools.
• Ability to accurately review, process, and maintain records with minimal supervision.

Working Conditions

• Remote work environment.
• Ability to maintain consistent attendance and productivity during normal business hours.
• Occasional participation in virtual meetings and training sessions.