Enrollment & Records Coordinator

The Quad Preparatory School•New York, NY

5d•$55,000 - $70,000•Onsite

About The Position

The Enrollment & Records Coordinator supports the school’s enrollment, student records, and registrar-related operations from enrollment through withdrawal or graduation. This role is responsible for maintaining accurate student information, coordinating enrollment documentation and communications, responding to records requests, and supporting key student lifecycle processes throughout the year. The Coordinator serves as a primary point of contact for routine enrollment and student records questions and works closely with school leadership, Admissions, the Business Office, Academic Leadership, and other departments. Success in this role requires exceptional attention to detail, strong written communication skills, sound judgment with confidential information, and consistent follow-through. The successful candidate will also be expected to become a confident user of Veracross and thoughtfully identify opportunities to improve existing processes over time.

Requirements

Bachelor’s degree.
Prior professional experience in an administrative, operational, enrollment, records, education, or other detail-intensive environment.
Exceptional attention to detail and commitment to accuracy.
Strong organizational skills and ability to manage multiple recurring deadlines.
Excellent written and verbal communication skills.
Strong follow-through and clear documentation habits.
Ability to handle confidential and sensitive information with discretion and sound judgment.
Comfort learning and working within complex information systems and databases.
Proficiency with Google Workspace.
Strong problem-solving skills, curiosity, and initiative.
Ability to work collaboratively while recognizing when to act independently and when to escalate.
Flexibility to support changing seasonal priorities throughout the school year.

Nice To Haves

Prior experience in a K–12 school or education setting.
Experience supporting enrollment, admissions, registrar, student records, or school operations.
Familiarity with the enrollment lifecycle.
Experience with Veracross, another Student Information System, or a comparable database-driven platform.

Responsibilities

Support and execute the enrollment process from contract preparation through student matriculation.
Prepare, distribute, track, amend, and organize enrollment contracts.
Maintain enrollment forms, annual documentation, and related materials.
Track enrollment progress and respond to routine family and leadership questions regarding status, documentation, and next steps.
Collaborate with Admissions to support the transition from admitted applicant to enrolled student.
Review newly enrolled student records to ensure required information and documentation are complete and accurate.
Enter and maintain approved payment plan information and related documentation in Veracross.
Maintain detailed notes regarding enrollment situations, communications, and relevant family information.
Maintain complete, accurate, organized, and confidential student records.
Serve as the primary point of contact for the registrar inbox and routine student records inquiries.
Collect, review, organize, and maintain academic, health, legal, custodial, and other student documentation.
Maintain demographic information, household structures, contact information, emergency contacts, permissions, authorized pickup information, and other student profile data.
Process student records requests from families, schools, colleges, attorneys, agencies, and authorized third parties.
Support student withdrawal and transfer processes by updating records, preparing documentation, and ensuring student information is appropriately closed out.
Collaborate with the systems team on transcript production and graduation requirement review.
Audit and reconcile attendance information across school systems and prepare attendance affidavits and related documentation.
Support annual state, city, and school reporting related to student enrollment and records.
Assist school leadership with required recordkeeping and compliance-related processes.
Maintain organized documentation that supports school recordkeeping requirements.
Escalate compliance, policy, or regulatory questions to the appropriate school leader.
Conduct recurring reviews of student records to identify missing, incomplete, or inconsistent information.
Audit grades, enrollment data, permissions, attendance, and related student information as needed.
Complete broader student record audits at least monthly, as workload permits.
Coordinate corrections with the appropriate team members.
Serve as a member of the scheduling team, particularly during the spring scheduling cycle.
Support scheduling-related data entry, student record updates, course information, and schedule adjustments.
Support student record updates associated with year-to-year system transitions and summer rollover processes.
Assist with grade and student information reviews related to report card publication.
Serve as a primary operational point of contact for leadership questions related to enrollment status, student records, documentation, and student lifecycle information.
Draft and distribute clear, professional written communications to families, staff, leadership, and external stakeholders.
Collaborate with Admissions, the Finance Office, Academic Leadership, Student Support Services, Division Leadership, and other departments.
Maintain and update process documentation, checklists, and standard operating procedures.
Identify opportunities to improve efficiency, clarity, and consistency within existing workflows.
Escalate technical system questions to the systems team and policy or decision-making questions to school leadership.