Marketing & Enrollment Registrar

Marketing & Enrollment Registrar

Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools in four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life™. CSUSA provides an academically rigorous education to students equipping them with real world readiness, prepared for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts™.

To join a team of people with the mission: Relentless Commitment to Student Greatness in School and in Life™. If you love inspiring and motivating young learners and want to put students first in education, CSUSA is the right place for you. We deliver on our promise of Strong Minds, Good Hearts™ through an education model that gives every student the opportunity for success. As a Marketing & Enrollment Registrar, you will be responsible for acquiring and enrolling new students, retaining, and engaging existing families, and building and identifying advocates that can become ambassadors of the school. The ultimate objective is to meet yearly enrollment targets and has the school fully enrolled in its programmatic capacity.

Builds Awareness of School

• Understands and can effectively communicate Charter Schools USA's and the school's identity, mission, and vision to the several types of stakeholders: families, community organizations, etc.
• Works with school leadership to provide feedback/insight that allows for improvement and refines the school's identity to ensure the school is properly represented.
• Develops, and regularly updates/modifies the school's marketing plan and related documents in collaboration with school and state teams to ensure its relevance and activities are within the school budget.
• Collaborates with state and national marketing and enrollment teams to inform the design of paid digital advertising efforts, providing images, testimonies, identity-related data, and information.
• Identify, schedule/register, coordinate, and attend/participate in community outreach events to increase school awareness and lead volume - requires working within and outside of normal school hours.
• Identifies and collaborates with community organizations that can ultimately become a partner and lift the school's reputation, identity, awareness, and overall enrollment.
• Identify needed school assets, including flyers, banners, and promotional items needed to promote the schools, and is responsible for creating and ordering these within the marketing budget.
• Works with public relations agencies and local media to promote events, accolades, and differentiating opportunities.

Generates Conversion of Family Interest into Ultimate Application and Enrollment

• Seeks and identifies school stories, testimonials, and thought leadership opportunities that build school credibility and engage families; and write posts on the website and socially.
• Develops and deliver new opportunities/strategies to promote the identity of the school to influence new parents to attend and build advocates of existing parents.
• Utilizes the customer relationship management tool (CRM) to build, generate, capture, influence, and convert families -- from once interested, to enrollment and ultimate loyalty/retention.
• Plans and coordinates school-hosted activities/experiences in support of student recruiting (e.g. open houses and information sessions, parent tours, orientation/registration nights).
• Follows up with families interested in the school promptly and through the CRM. Communication is to be strategically executed to include phone calls, emails, text, and print, as campaigns or one-offs, in support of ongoing build relationships with families and enrollment.

Manages Application & Registration

• Develops, implements, and monitors various enrollment strategies to improve application volume such as family referrals, etc.
• Manages the application pipeline through various enrollment reports and the student registration end enrollment systems, in compliance with CSUSA, state, and local standards, policies, and processes, including the timely offering of seats.
• Follows up with applicants to welcome them and ensure they understand and properly follow up on completing and submitting required forms and documentation (e.g., driver's license, birth certificates, and proofs of address, etc.).
• Receives documentation, and files it properly and judiciously. Enters data on student information systems from the provided documents as necessary to ensure students are fully registered.
• Reviews student records to ensure current information, accuracy, and completeness before syncing with the student information system (SIS).
• Coordinates with school-based special populations staff members to ensure special populations data & documents (including Home Language Surveys) are gathered and shared regularly with the team as students enroll.

Collaborates to Improve Retention, Loyalty & Advocacy

• Adheres to withdrawal processes and policies, including exit interviews.
• Attempts to minimize/mitigate withdrawals by addressing family satisfaction issues with families and/or leaders as directed.
• Monitors school withdrawals and provides periodic updates to leadership of number of students withdrawn, and trends of reasons why.
• Works with school leadership to develop and execute retention strategies on existing students with the ultimate goal of improving retention, start rates, and minimizing withdrawals.
• Identify, implement, and monitor various advocacy strategies to capture testimonials, identify ambassadors, and leverage raving fans.

Data Entry & Accuracy

• Enters, verifies, corrects, and audits data where and when necessary; obtains additional information for incomplete documents.
• Ensures all data for students is up to date, accurate, and aligns between the student information system (SIS), enrollment system, and the state/district systems.
• Utilizes error reports to make appropriate corrections to student data.
• Maintain student records, attendance information, and grade reporting in SIS.
• Coordinate with CSUSA departments (e.g., food services, academics) to ensure tight PowerSchool integration for optimal system usage.
• Assist in clearing CSUSA and district error reports for proper year-long SIS database flips, and maintenance.

Managing Student Records

• Requests transcripts of incoming students and takes appropriate action to ensure completeness.
• Prepares and transmits requests for student transcripts and other official documents related to students.
• Consults with appropriate CSUSA staff and maintains electronic and hard-copied student records including attendance, immunization, transcripts, grades, student schedules, and procedures.
• Consults with CSUSA and district procedures to obtain special population student records (e.g. special education, gifted, MLL, 504, MTSS) from prior schools for new enrollees.
• Ensures school compliance/adherence to the district, state, federal, and CSUSA regulations guidelines regarding student records, including but not limited to attendance and grades, the Family Educational Rights and Privacy Act (FERPA), as well as assist in the development and enhancement of enrollment policies and procedures.
• Responds to requests for information and access relevant files in providing information.
• Complies with all data integrity and security policies of district, state, federal, and company. Maintains the strictest confidentiality requirements.
• Reviews student records to ensure current information, accuracy, and completeness with the state/district regulations and guidelines.
• Manage and administer registration, recommitment, and withdrawal process and associated reporting for all students.

Local Billing Invoicing (NC Only)

• Prepares local billing invoices for students in the school.

Marketing and Enrollment Team Membership

• Cross-train others on critical Enrollment Registrar functions to ensure there's appropriate backup as may ever be needed.
• Provide status updates and progress on marketing and enrollment-related projects to leadership and state support as needed.
• Prepares a variety of enrollment, registration, and application reports for school leadership.

Required Qualifications and Skills

• Strong people and verbal/conversational communications skills, external and internal with ability to positively interact with individuals at all levels of the organization and network externally.
• Possesses strong EQ with active listening, negotiation and influence/sales skills.
• Strong Presentations Skills.
• Strong writing skills in English, Spanish is an added value.
• Satisfaction / Consumer resolution skills and influence.
• Marketing skills such as understanding social, ie Facebook, metrics and insight that can be identified and leveraged.
• Demonstrates proficient experience with Microsoft Office (Outlook, Word, Excel, PowerPoint), Student Information System (SIS), CRM, Adobe Acrobat