Position Overview

The District Enrollment, Recruitment & Student Records Manager oversees the full student

enrollment lifecycle—from recruitment, admissions, and enrollment compliance, to student

records management and supporting accurate state reporting. This role is responsible for

attracting and enrolling new students, supporting families throughout the admissions process,

managing re-enrollment for returning students, and ensuring all student records and enrollment

processes meet state and regulatory requirements.

As a K4-12th district position, this person needs to be able to clearly communicate tasks to

members of multiple teams, monitor progress, problem-solve, and ensure the ultimate

completion of these tasks. Similarly, this person will work with the Director of Operations and

Director of Student Data & Assessment, as well as other school leaders, to communicate about

progress on those tasks and meet the school’s annual enrollment goals and compliance

requirements.

This person needs to have a strong sense of communications, marketing, and customer service,

the ability to attract and convert potential applicants, and the ability to plan online or in-person

event experiences so that parents can understand the enrollment process and successfully

provide all the information needed. The ideal candidate is highly organized, detail-oriented, and

relationship-driven, with the ability to balance strong inter-personal communication skills with

accurate data management and regulatory compliance.

Student Recruitment & Outreach

• Develop and implement strategies to recruit and enroll new students aligned with the school’s

enrollment goals, including building relationships with community organizations, childcare

centers, and other schools.

• Promote the school to prospective families through communications & marketing, social

media, direct outreach, community events, and recruitment fairs.

• Organize and conduct school tours, open houses, informational sessions, and enrollment

events in collaboration with academy leaders and staff.

• Manage incoming inquiries and guide families through the enrollment process from initial

interest through acceptance.

• Track and organize the district’s collection of student registration information for the school’s

Back-to-School Registration Days and Open House events

Enrollment Management & Compliance

Plan and oversee annual re-enrollment campaigns for returning students to support student

retention and accurate enrollment projections, including communicating re-enrollment timelines

to current families and working with the academy teams to secure responses.

• Oversee and manage the enrollment lottery process (if applicable) according to school policy

and regulatory guidelines.

• Maintain and manage waitlists for all grade levels.

• Maintain dashboards tracking enrollment targets and grade-level capacity in order to monitor

seat availability and ensure seats are filled to maintain full enrollment.

• Track offers, acceptances, and declines to families and manage response deadlines using the

district’s enrollment platform (SchoolMint)

• Oversee the review of student applications and verify required documentation including age

eligibility, residency requirements, immunization records, household income documentation and

transcripts where applicable.

• Ensure all enrollment paperwork meets Wisconsin Department of Public Instruction (DPI) and

state compliance requirements.

• Communicate with families regarding missing documents, deadlines, and next steps and flag

custody documentation, legal concerns, or medical alerts for the team

Student Records Management

• Ensure that the academy teams maintain accurate student records in the school’s Student

Information System (PowerSchool), including but not limited to demographic, guardian, and

emergency contact information, free & reduced lunch status, and coding of student indicators

(ELL, SPED, etc.)

• Assign local student IDs and verify or identify WISE IDs and monitor the WISEdata portal for

overlapping enrollments and resolve issues as needed.

• Publish enrollment and demographic data to WISEdata and resolve data validation errors such

as missing documentation, duplicate records, or inactive students.

• Ensure enrollment data is accurate for compliance reporting and operational decision-making.

• Monitor the process for student record requests from previous schools when new students

enroll and resolving or troubleshooting where necessary

• Monitor student start dates and exit dates to ensure clean entry into and exit from the school

district.

• Ensure proper documentation and record transfer for incoming and departing students.

Cross-Team Coordination

• Collaborate with school leadership to develop enrollment and retention strategies and

communications & marketing team to develop recruitment strategies and campaigns

• Plan events with school leaders, teachers, and other staff that promote the school to

prospective and existing students and families

• Coordinate student start dates and with the front office and school leadership.

• Work with transportation teams regarding bus eligibility and routing lists.

• Share enrollment updates with principals and operations leadership.

• Flag medical alerts, custody issues, or documentation concerns early so appropriate staff can

respond.

Qualifications

• Bachelor’s degree required (education, communications, public administration, or related field).

• Experience in school enrollment, admissions, records management, or school operations

preferred.

• Experience with student information systems such as PowerSchool and/or SchoolMint strongly

preferred.

• Experience working in schools, charter schools, or nonprofit organizations preferred.

Skills & Competencies

• Ability to build strong relationships with prospective families and community partners

• Strong attention to detail and data accuracy

• Ability to manage high-volume paperwork and deadlines

• Professional written and verbal communication skills

• Strong organizational and project management skills

• Discretion and professionalism when handling confidential information

• Ability to maintain compliance requirements while supporting positive family relationships

• High level of accuracy in data entry and record management