Enrollment Manager

Title: Enrollment Manager

Supervisor: Chief Strategy Officer

Department: Enrollment

Classification: Exempt

Contract Length: Full-time, 12-month

Founded in 2000, the Milwaukee Academy of Science is a K4-12th grade independent charter school serving almost 2,000 scholars at its two campuses. The mission of MAS is to graduate students prepared to compete successfully at the post-secondary level. African American students comprise 99% of the student body, and over 97% of students qualify for free or reduced meals. Regardless of student background and external factors, MAS maintains the expectation that students should be on grade level and proficient on state assessments.

I. Job Summary: 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, solve problems, and ensure the successful completion of these tasks. Similarly, this person will work with the Director of Operations and the Director of Student Data & Assessment, as well as other school leaders, to communicate progress on those tasks and to meet the school's annual enrollment goals and compliance requirements.

This person needs to have a strong sense of communication, 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 interpersonal communication skills with accurate data management and regulatory compliance.

II. Position Relationships:

A. Reports to: Chief Strategy Officer

B. Coordinates with: Director of Operations, Director of Student Data & Assessment, district school leadership, academy school leadership, Operations Managers, Administrative Assistants, Transportation Coordinator

III. Position Responsibilities:

A. 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

B. 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

C. 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, 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 resolve or troubleshoot 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.

D. Cross-Team Coordination

• Collaborate with school leadership to develop enrollment and retention strategies, and with the 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 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.

IV. Position Qualifications:

A. Required Qualifications: Bachelor's degree required (education, communications, public administration, or related field).

B. Preferred Qualifications:

• Experience in school enrollment, admissions, records management, or school operations preferred.
• Experience with student information systems such as PowerSchool and/or SchoolMint is strongly preferred.
• Experience working in schools, charter schools, or nonprofit organizations preferred.