District Enrollment Coordinator

ASHEVILLE CITY SCHOOLS JOB DESCRIPTION

POSITION TITLE: DistrictEnrollment Coordinator

DEPARTMENT: Office of the Superintendent

REPORTS TO: Special Assistant to the Superintendent

WORK SCHEDULE: 12-Month

LOCATION: Central Office

CONTACT: Tanya.Presha@acsgmail.net

PRIMARY FUNCTION: The District Enrollment Coordinator is responsible for managing the school district's enrollment process for Kindergarten through 12th grade. This role ensures a smooth and positive enrollment experience for students and families by collaborating with faculty, staff, and parents. Responsibilities include managing enrollment applications, analyzing enrollment projections, preparing necessary documentation, and providing comprehensive support throughout the enrollment process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Enrolling Kindergarten to 12th grade students, which consist of:

Student Enrollment (Kindergarten to 12th Grade):

• Manage student enrollment while adhering to the district's racial balancing plan as mandated by the Federal Desegregation Order.
• Ensure compliance with state-mandated class size regulations.
• Evaluate student applications to determine eligibility for specialized support services.
  • Collaborate with the McKinney-Vento Coordinator to support students experiencing homelessness.
  • Coordinate with Exceptional Children's Services for the placement of students with Individualized Education Programs (IEPs).
  • Work with Student Services to support students in foster care.
  • Partner with the English for Speakers of Other Languages (ESOL) department to assist non-English speaking families.
  • Coordinate with the transportation department to arrange student transportation as needed.
  • Collaborate with high school counselors to facilitate student enrollment.
  • Work with social workers to address incoming student needs.
• Conduct district lotteries for Open Enrollment, when necessary.

2. Student Matriculation:

• Process and communicate rising 6th and 9th grade interest forms.
• Notify the Special Assistant to the Superintendent when to conduct lotteries, as required, for student placement.
• Notify parents and schools of enrollment decisions.

3. Intra-District Transfer Requests:

• Communicate the transfer request process to parents.
• Evaluate space and capacity availability to determine approval or denial of transfer requests.
• Communicate transfer decisions to parents, schools, and the Student Information Coordinator.

Discretionary Admission Release(DAR)

• Manage the renewal process for Discretionary Admission Releases (approximately 700 students).
  • Collaborate with principals/data managers to ensure students are in good standing
  • Distribute renewal information to parents with discretionary admissions.
  • Coordinate with Buncombe County Schools (BCS) to ensure completion of all releases.
  • Process tuition payments
  • Send payment reminders to parents.
  • Provide schools with lists of students who have not paid or been released for roster management.
• Discretionary Admission Release from Asheville City Schools(ACS)
  • Keep track of release forms from ACS to BCS
  • Provide a monthly list of ACS to BCS releases to the board.
• Revocation of Discretionary Admission
  • Send out correspondence to families not in good standing to return to their home school
  • Work with principals to provide transition dates with families
• Residency Changes:
  a. Collaborate with schools to provide information to families moving out of the district.

Student Information System (SIS) - Infinite Campus:

• Create the ACS Enrollment application within Infinite Campus
• Implement and manage the new SIS platform.
• Address parent inquiries and concerns related to the SIS.
• Troubleshoot SIS issues.
• Support the SIS Coordinator and serve as backup to the SIS coordinator.
• Attend training sessions for SIS designees.
• Attend training/webinars for the new SIS system - Infinite Campus.

Website

• Maintain up-to-date content on the enrollment web page.
• Provide links to applications, discretionary admission forms, and relevant information.

Community Involvement

• Conduct two Magnet School Information Nights
• Represent the school district at community events.

Parent Communication and Support:

• Manage a high volume of phone calls and email inquiries about the school district.

KNOWLEDGE, SKILLS AND ABILITIES: The District Enrollment Coordinator must have exceptional organizational skills as well as a developed ability to express themselves in both oral and written forms (familiarity with various data entry platforms and software applications, understanding of database structures and principles, proficiency in Microsoft Excel/Google, including formulas, functions, and data manipulation, proficient with Microsoft Word/Google and other word processing software, data entry, spreadsheets, desegregate data, troubleshoot basic technical issues, exceptional organizational skills, effective time management, file management, required to get certified notary and ability to handle sensitive information).

MINIMUM TRAINING AND EXPERIENCE: Candidates must possess either an associate's (2-year) or bachelor's (4-year) degree in business administration or a related field, or demonstrate equivalent professional experience in an educational administrative assistant or clerical support capacity.

EVALUATION: Performance of this job shall be evaluated annually in accordance with provisions of the board's policy on evaluation of certified personnel.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Must be physically able to sit, stand, walk, and drive a car. Must be able to lift boxes up to 10 pounds. Physical demand requirements are for Light Work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar or divergent from obvious standards) of data, people, or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments, or directions to subordinates or assistants.

Language Ability: Requires the ability to read simple forms. Requires the ability to prepare time sheets and supply requisitions using the prescribed format.

Intelligence: Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add, subtract, divide, and multiply.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately when using a keyboard.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.