Sage Oak Charter Schools
Enrollment Specialist
Under the direction of the Manager II, Registrar, the Enrollment Specialist supports student enrollment and re-enrollment processes, ensuring accurate data entry, regulatory compliance, and timely communication with families. This role supports data integrity in the Student Information System (SIS), collaborates with Registrar staff and school leadership to resolve enrollment issues, and assists with CALPADS reporting and records requests while maintaining confidentiality and adherence to FERPA and school policies. Essential Functions and Responsibilities General Duties: Manages end-to-end new student enrollment and annual re-enrollment processes Ensures accurate, timely, and compliant entry of student data in the SIS Communicates with families regarding enrollment requirements, documentation, and timelines Reviews and processes registration edits in alignment with school policies and regulatory requirements Monitors enrollment data and performs quality checks to identify and resolve discrepancies Collaborates with Registrar staff to streamline workflows and improve operational efficiency Partners with Principals to resolve application discrepancies and enrollment determinations Coordinates with the Senior Specialist, Student Information & Reporting, to support accurate CALPADS reporting Manages the Registrar department email inbox and ensures timely, professional responses Processes legal and records requests in compliance with FERPA and applicable regulations Collaborates with fellow Specialists to meet departmental deadlines and provide cross-functional support Other Duties: Responds to all school-related communication within 24 business hours Documents and refers to the school's management all formal disciplinary actions involving students; supporting management with addressing and resolving complaints from students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act) Performs other duties as assigned Qualifications Guide To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Education & Experience: Three (3) years of clerical or secretarial experience preferred Some college-level coursework related to the responsibilities of the position is desired Other Qualifications: State and federal background clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received, and Human Resources notifying the immediate supervisor of this clearance Proof of a clear TB test or completed tuberculosis risk assessment questionnaire and certificate of completion by a health care professional dated within the last 60 days (Ed. Code 49406 and AB 1667) upon employment and thereafter updated every four years Knowledge: Computer and technology literacy: Operate office equipment, including a calculator, copier, fax machine, computer, and assigned software Google Docs, Google Spreadsheets, and other online collaboration tools to send and receive information Basic arithmetic calculations Acquired Skills: Conflict resolution Record-keeping techniques Methods of collecting and organizing data and information Abilities: Embraces Sage Oak's core values Maintains integrity at all times Works independently with little direction Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner Maintains a flexible and adaptable mindset Demonstrates sensitivity to individual differences and cultural backgrounds Maintains confidentiality of sensitive and privileged information Follows established procedures and meets all established deadlines Allocates time and resources effectively Understands complex, multi-step written and oral instructions Physical Demands: Hear and speak to exchange information Dexterity of hands and fingers See to read a variety of materials Bend at the waist, kneel, or crouch Sit or stand for extended periods of time Lift objects up to 50 pounds with or without assistance Work Environment: Office environment Noise level is generally moderate Work conducted in a public or office setting Indoor and outdoor in varying temperatures Employee must have available transportation and be able to travel up to 100 miles in a day The above job description 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. Equal Opportunity: Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions), citizenship, physical, intellectual or mental disability (including HIV and AIDS), reproductive health decision-making, medical condition (including cancer or a record or history of cancer, and genetic characteristics), family or medical leave status, sex (including pregnancy, childbirth, breastfeeding or a related medical condition), genetic information, sexual orientation, political affiliation, military and veteran status, use of cannabis off the job and away from the workplace, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. Employer's hiring and employment practices may exclude a candidate from consideration where bona fide occupational qualifications exist.
Under the direction of the Manager II, Registrar, the Enrollment Specialist supports student enrollment and re-enrollment processes, ensuring accurate data entry, regulatory compliance, and timely communication with families. This role supports data integrity in the Student Information System (SIS), collaborates with Registrar staff and school leadership to resolve enrollment issues, and assists with CALPADS reporting and records requests while maintaining confidentiality and adherence to FERPA and school policies. Essential Functions and Responsibilities General Duties: Manages end-to-end new student enrollment and annual re-enrollment processes Ensures accurate, timely, and compliant entry of student data in the SIS Communicates with families regarding enrollment requirements, documentation, and timelines Reviews and processes registration edits in alignment with school policies and regulatory requirements Monitors enrollment data and performs quality checks to identify and resolve discrepancies Collaborates with Registrar staff to streamline workflows and improve operational efficiency Partners with Principals to resolve application discrepancies and enrollment determinations Coordinates with the Senior Specialist, Student Information & Reporting, to support accurate CALPADS reporting Manages the Registrar department email inbox and ensures timely, professional responses Processes legal and records requests in compliance with FERPA and applicable regulations Collaborates with fellow Specialists to meet departmental deadlines and provide cross-functional support Other Duties: Responds to all school-related communication within 24 business hours Documents and refers to the school's management all formal disciplinary actions involving students; supporting management with addressing and resolving complaints from students and parents in a timely manner; ensuring compliance with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act) Performs other duties as assigned Qualifications Guide To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Education & Experience: Three (3) years of clerical or secretarial experience preferred Some college-level coursework related to the responsibilities of the position is desired Other Qualifications: State and federal background clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received, and Human Resources notifying the immediate supervisor of this clearance Proof of a clear TB test or completed tuberculosis risk assessment questionnaire and certificate of completion by a health care professional dated within the last 60 days (Ed. Code 49406 and AB 1667) upon employment and thereafter updated every four years Knowledge: Computer and technology literacy: Operate office equipment, including a calculator, copier, fax machine, computer, and assigned software Google Docs, Google Spreadsheets, and other online collaboration tools to send and receive information Basic arithmetic calculations Acquired Skills: Conflict resolution Record-keeping techniques Methods of collecting and organizing data and information Abilities: Embraces Sage Oak's core values Maintains integrity at all times Works independently with little direction Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner Maintains a flexible and adaptable mindset Demonstrates sensitivity to individual differences and cultural backgrounds Maintains confidentiality of sensitive and privileged information Follows established procedures and meets all established deadlines Allocates time and resources effectively Understands complex, multi-step written and oral instructions Physical Demands: Hear and speak to exchange information Dexterity of hands and fingers See to read a variety of materials Bend at the waist, kneel, or crouch Sit or stand for extended periods of time Lift objects up to 50 pounds with or without assistance Work Environment: Office environment Noise level is generally moderate Work conducted in a public or office setting Indoor and outdoor in varying temperatures Employee must have available transportation and be able to travel up to 100 miles in a day The above job description 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. Equal Opportunity: Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions), citizenship, physical, intellectual or mental disability (including HIV and AIDS), reproductive health decision-making, medical condition (including cancer or a record or history of cancer, and genetic characteristics), family or medical leave status, sex (including pregnancy, childbirth, breastfeeding or a related medical condition), genetic information, sexual orientation, political affiliation, military and veteran status, use of cannabis off the job and away from the workplace, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. Employer's hiring and employment practices may exclude a candidate from consideration where bona fide occupational qualifications exist.