Enrollment Specialist at Smart Schools Inc – Gilbert, Arizona

Position Summary

The Enrollment Specialist is responsible for guiding prospective students through the admissions process while delivering high-quality customer service. This role conducts program orientation, clearly communicates expectations, and shares available resources to ensure students are prepared for a successful academic experience. The Enrollment Specialist collects, reviews, and verifies all required documentation, explains tuition options and potential assistance, and assists students with setting up billing subscriptions when applicable. Additionally, the role enrolls students in their initial course and facilitates a seamless transition to their Academic Advisor, providing ongoing support throughout the student’s enrollment process.

The ideal candidate is highly detail-oriented, responsive, and service-driven, with the ability to thrive in a fast-paced, dynamic environment while managing multiple priorities accurately and professionally.

Key Responsibilities:

• Be actively available and engaged on chat during assigned shifts to accept warm transfer calls from the Applications Team, ensuring a seamless and positive student experience.
• Provide high-quality customer service by completing program orientation with students and addressing any questions or concerns.
• Check the state education database and update their state identification number.
• Submit records request for last school attended or for all schools attended if they have an IEP
• Maintain a roster of students not reached on day one and conduct follow-ups via phone, text, and email weekly for 30 days before processing a decline if necessary.
• Explain the NSO course and discuss second course options with students. Assign NSO course.
• Understand the Academic Advisors' specialties and partners they work with to properly assign a student to them.
• Understand our partnerships, their requirements, and which ones cover tuition to explain this information to the student.
• Collaborate with the ESS team to review student information, ensuring ESS students’ needs are supported.
• Collaborate with the Reengagement Team to support returning students, ensuring they are properly guided and set up for success during their repeat enrollment.
• Perform accurate data entry across multiple platforms to maintain information integrity for partners, reporting, and financial purposes.

Reporting & Metrics

• Maintain personal organizer for all student follow ups
• Update all spreadsheets and platforms for each student as they progress through the enrollment process to ensure we maintain accurate and reportable data. (This includes Smart Schools Tracker, Push Sheet, Power School Enrollment and SIS, Edgenuity, Personal Organizer, and Ed Cloud.
• Accurately record partner, affiliate, and billing information to support the Finance team in proper invoicing and payment collection.

Collaboration & Process Improvement

• Partner with the applications team for seamless transfers of students (Monitor our chats)
• Partner with our HUB locations for seamless transfers of students (Monitor our chats)
• Partner with the International team for seamless transfer of students (Monitor Chats and emails)
• Some enrollment specialists maintain direct contact with specific partners for quick and seamless enrollment of their referrals.
• Support process improvements by helping streamline trackers, templates, and reporting structure.
• Participate in team meetings, huddles, and training as assigned.
• Certain Enrollment Specialists also have specialized areas in which they have been trained with specific partners or departments. (Example: HUB, Partners, International students)

Key Performance Expectations (KPIs)- Must be maintained at a 90% average

• Students outreach the same business day as their application, with follow up call, text, and email the same week and every week for 30 days.
• Activation of student within 24 hours
• Minimum of 25 activated students per week
• Accurate data entry and tracker maintenance (as reviewed during our QA audits)
• Completed document file at time of activation
• Consistent daily reporting on all spreadsheets
• Quality documentation and adherence to process

Work Style & Competencies

• Accountable, dependable, and consistent follow-through
• Calm and professional with high-volume communication
• Problem-solver mindset with a focus on accuracy and service
• Comfortable receiving coaching and adapting to change

Disclaimer

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform this job. Occasional evening and weekend work may be required as job duties demand. Please see your immediate supervisor with any questions you may have.

Required Qualifications

• 3+ year experience in administrative support, customer service, admissions/enrollment, or similar role (preferred)
• Strong verbal and written communication skills (phone/email/text professionalism).
• High attention to detail and strong organizational/time-management skills.
• Comfortable with spreadsheets and reporting (Excel/Google Sheets); ability to manage multiple trackers.
• Ability to work independently, meet daily/weekly deadlines, and maintain accuracy under pressure.
• You are required to obtain and maintain a Level 1 Fingerprint Clearance Card

Preferred Qualifications

• Experience in education, nonprofit, or student services environments.
• Bilingual (Spanish/English) a plus.

List of Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently in an 8-hour shift is required to sit; stand; walk; kneel; crouch; stoop; balance; climb; use repetitive motions; lift up to 25 lbs; reach with hands and arms; handle and look at a computer or hand-held screen for long periods of time.