Enrollment Success Associate

Overview 
 

As the Enrollment Success Specialist, you are an influential coach and partner to our Legacy Traditional Schools campus registrars, dedicated to elevating the performance of the entire campus network. Your primary mission is to drive consistent adoption of our enrollment playbooks, own the top funnel enrollment journey, and translate on-the-ground realities into actionable insights for leadership. This role succeeds not through top-down enforcement, but by building trust and credibility as a responsive expert who can troubleshoot systems, guide staff through complex family scenarios, and ultimately improve applicant conversion rates across all schools, ensuring no family gets lost on their enrollment journey. 

Essential Functions 

Campus Coaching & Process Adherence 

• Provide one-on-one coaching to help campus staff navigate complex family scenarios and troubleshoot enrollment workflow challenges. 

• Conduct regular pipeline reviews with campus teams to identify stalled applicants, reinforce process standards, and ensure data integrity. 

• Develop and maintain state-specific knowledge base articles and process guides to empower registrars with self-service resources. 

Family Engagement & Outreach 

• Execute multi-channel outreach cadences (calls, texts, emails) in HubSpot to guide prospective families from initial inquiry to a submitted application. 

• Serve as a trusted point of contact for interested families, answering questions about the school and enrollment process to build confidence. 

• Implement re-engagement campaigns to nurture and reactivate leads that have stalled in the pre-application phase. 

• Log all family interactions and their outcomes accurately and promptly in HubSpot to maintain a clean data foundation for analysis. 

• Represent the school at marketing and enrollment events by hosting booths, engaging families, and converting interest into qualified applications.  

• Identify and secure opportunities for the school to participate in community events, increasing visibility and enrollment pipeline growth.  

• Support grassroots outreach efforts by distributing marketing materials and building awareness in targeted community locations. 

Responsive Registrar Support 

• Manage and resolve a daily queue of registrar support requests via Zendesk, acting as the frontline expert for all enrollment-related questions. 

• Troubleshoot and diagnose issues within Student Information Systems (e.g., PowerSchool) and enrollment platforms to unblock campus staff quickly. 

• Provide clear, immediate solutions and workarounds for campus-level enrollment issues while documenting the interaction for future analysis. 

• Escalate systemic platform bugs or complex compliance issues to leadership with clear documentation and recommended next steps. 

• Serve as backup campus registrar during periods of absence or vacancy, ensuring continuity of enrollment operations and a seamless experience for prospective families. 

Enrollment Intelligence & Systems Integrity 

• Analyze enrollment data from HubSpot and the SIS to identify campus-level performance variations and network-wide patterns of family drop-off. 

• Synthesize qualitative observations from campus interactions with quantitative data into actionable reports for leadership. 

• Monitor the health and accuracy of enrollment data, proactively coaching campus staff on data entry standards to ensure system integrity. 

• Contribute to the continuous improvement of enrollment playbooks by documenting identified process gaps and recurring user challenges. 

Required Qualifications 

• Proven experience in a K-12 school admissions, enrollment, or registrar role. 

• Demonstrated success in training, coaching, or mentoring colleagues to drive adoption of new processes or systems, especially without direct authority. 

• Proficiency using a CRM platform (HubSpot preferred) to manage communication, track lead progression, and maintain pipeline health. 

• Strong analytical skills with experience using spreadsheets (Excel, Google Sheets) or BI tools to analyze data, identify trends, and report on key metrics. 

• Experience in a support-oriented role, diagnosing user-reported issues and providing clear, timely solutions to resolve operational challenges. 

• Excellent interpersonal and communication skills, with a track record of building trust and collaborative relationships with stakeholders at multiple levels. 

• Meticulous attention to detail, particularly regarding data entry and process documentation to ensure system integrity. 

Preferred Qualifications 

• Direct experience with the specific enrollment processes and compliance requirements of multi-campus charter school networks. 

• Hands-on experience using Student Information Systems (SIS) like PowerSchool or Infinite Campus. 

• Familiarity with helpdesk software (e.g., Zendesk) for managing and resolving tiered support requests. 

• Experience creating and maintaining documentation such as training guides, process maps, or knowledge base articles. 

• Background in a customer success, partner enablement, or internal consulting role focused on driving process adherence and performance improvement. 

• Professional fluency in Spanish. 

Background Check Requirements:

• The incumbent in this position will be required to pass a criminal history background check.

• Must be able to obtain and hold a valid IVP Level One Fingerprint Clearance Card at all times.

Physical Requirements:

• This position requires the need to lift objects (up to 25 pounds) on occasion.

• This position may require sitting for long periods at times, talking on the phone, standing, kneeling, stooping and long periods of concentration.

• Local and in-state travel required.