SY 25-26 Enrollment and Records Specialist

Enrollment & Records Specialist 

FLSA Status: Exempt 

Department: OPS Enrollment & Records

Dept Code: OPS E&R

Job Code: 

Primary Supervisor: Operations and Compliance District Director District Registrar 

Secondary Supervisor:   

Grade Band Served: AGB

Location: Hybrid

Hours/Days: 8am to 4pm, Monday through Friday 

Salary Range starts at: $__,___.00/per year
 

SUMMARY: The role of Enrollment & Records Specialist is for the purpose(s) of performing and supporting specialized and responsible clerical and technical tasks related to student enrollment; promotion, capacity-building, customer service. Additionally, the maintenance of student records; review, verification, record release, and all other duties related to the function of enrollment and records required in the activities of the Guidance and Operations Departments. 

ESSENTIAL FUNCTIONS: The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities and/or duties required; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties. 

• Assist families with processes involving enrollment and records, as well as general questions about Georgia Cyber Academy 
• Support with external and internal written communication delivered to current and prospective stakeholders 
• Implements related tasks and duties promoting student enrollment, and records maintenance.
• Executes administrative/clerical duties supporting all components of all related tasks and duties related to enrollment and processing of academic records. 
• Promote and participate in enrollment events; local, or in-field. 
• Participate in professional development training, workshops, and meetings as assigned; in-person or virtual. 
• Serve as a specialist in all areas and matters related to school enrollment and academic records.
• Verifies validity of enrollment documentation submitted by families or other organizations/agencies.
• Performs enrollment and un-enrollment activities within the automated student information system.
• Review transcripts/report cards of incoming students for the purpose of uploading records into the district student information system available to inform academic planning. 
• Maintains files, documents, and student records for the purpose of documenting and/or providing reliable information relative to student records. 
• Prepares written communication for the purpose of documenting activities, providing written reference notification, feedback, and/or conveying information. 
• Responsive to internal GCA staff/administrators, other educational institutions, the public, parents and/or students (e.g. mail out transcripts, processing student withdrawals as needed).
• Responsive to external GCA customers; prospective parents and/or students (e.g. inquiries about academic program, school structure/operation, etc.) 
• Inform best-practices, and procedures for daily operations, and projected projects related to enrollment or records management programs/events. 
• Consistently provides exemplary customer service by all team members, dissemination of effective, accurate, and thorough communication. 
• Performs all other duties related to organizational goals. 
• Adhere to guidelines, professional expectations, protocol, practice and procedures of daily operations within the enrollment and records department. 
• Contribute to a positive working environment; support, encourage, and promote colleagues.
• Watch over the Front Office Desk as needed. 

Supervisory Responsibilities: This position has no formal supervisory responsibilities. 

Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

• Adaptability/Flexibility: Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs. 
•  Integrity/Ethics: Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, and conveys good news and bad.
•  Teamwork: Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leaders to meet goals, welcomes new-comers, and promotes a team atmosphere.
• Professionalism: Be professional at all times in communications, appearance, work product, and in representing Georgia Cyber Academy in a positive manner. 

MINIMUM REQUIRED QUALIFICATIONS: 

•  High School Diploma or General Equivalency Degree (GED) Certificate AND 
• Two or more years working in a high-volume record review and processing capacity OR
• Equivalent combination of education and experience 

CERTIFICATES AND LICENSES: 

• Desired: Some College/University or conferred Post-Secondary Degree preferred
• Clear Fingerprint/Background Check Required. 

OTHER REQUIRED QUALIFICATIONS: 

• Knowledge of state and federal laws, and other pertinent laws regarding K-12 education; FERPA, MKV ? Ability to read and interpret student academic data and educational reports (transcripts and other documentation) 
• Familiarity with online learning environment 
• Proficient in MS Excel, MS Word, MS PowerPoint, OneNote, and G-Suite. 
• Web proficiency 
• Experience working with diverse student populations 
• Ability to rapidly learn and adapt to new technologies and teaching platforms 
• Ability to manage competing priorities with attention to deadlines 
• Strong critical thinking, planning, and writing skills 
• Ability to work independently as well as collaborate and communicate effectively within a team ? Ability to manage multiple projects within established deadlines 
•  Dependable, able to work under pressure and meet deadlines as required 
• Demonstrates strong interpersonal skills using tact, patience, and courtesy 
• Excellent organization skills, including ability to incorporate methods and build systems that can be used across the district 
• Excellent presentation and telephone speaking skills 
• Excellent written and verbal communication skills 
• Strong work ethic and self-motivation 
• Ability to be flexible and adaptive to ensure excellent student outcomes 
• Ability to problem solve independently and have a high level of organization 
• Outstanding attention to detail 
• Maintain a professional home office without distraction during 8-5 workday if required to work from home. If circumstances warrant working from home, the employee will be monitored on camera for the entirety of their working day. 
• Consistent access to reliable high-speed internet if working from home is warranted
• Valid driver’s license and availability of private transportation 
• Ability to travel 15% of the time as required 

DESIRED QUALIFICATIONS: 

• Two (2) or more years of school enrollment and academic records experience in an academic setting 
• Post-secondary Degree in the areas of Education, Business, Human Services, or related field of study
• GA PSC Teaching/Educational Certificate 
• TKES/LKES credentialed 
• Previous experience as a Learning Coach, Advisor, or Teacher at Georgia Cyber Academy
• Previous experience as an online educator 
• Previous experience with online educational tools/curriculum/assessments 
• Familiarity with online learning environment 
• Working knowledge of Infinite Campus (SIS) 
• Proficient in use of Zoom conferencing tool 

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• This is primarily a Monday through Friday, 8am to 5pm, 5 days/week, home-based position that may require traveling up to 20% of the time. 
• During critical periods, in-office days may be required. Once a month, or as determined by your supervisor, attendance to the office is necessary. The noise level in the office is usually moderate (computers, printers, light foot traffic). 
• In-person attendance at professional development, training, conferences, job fairs, meetings, school events, marketing events, and testing sites will be required several times per year. 
• Light lifting required. 

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is “at-will” as governed by the law of the state where the employee works. It is further understood that the “at-will” nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.