Academy Registration Specialist at GOODWILL INDUSTRIES OF TULSA INC – Tulsa, Oklahoma

The Academy Registration Specialist manages the student enrollment, records, scheduling, and data integrity functions for the Goodwill Career Academy. This position ensures accurate, timely, and confidential handling of participant files and program documentation; supports student onboarding and progress tracking; and maintains records needed for program performance, compliance, and reporting. The specialist is the “source of truth” for academy rosters, student status, outcomes documentation, and credential completion records.

• Serve as the primary point of contact for academy admissions/enrollment workflow, including application intake, eligibility documentation, and orientation scheduling.
• Conduct or coordinate enrollment appointments (in-person/phone/virtual), ensuring students understand program expectations, attendance requirements, and required forms.
• Verify completeness of required documents (e.g., ID, eligibility, releases/consents, accommodations requests, funding paperwork if applicable).
• Create and maintain complete, accurate, confidential student files (digital and/or paper) in accordance with Goodwill policies and applicable privacy requirements.
• Ensure consistent file organization, naming conventions, and retention practices; maintain secure access controls.
• Document student status changes (enrolled, active, paused, withdrawn, completed, placed) with supporting notes and required backup.
• Maintain class schedules, instructor rosters, waitlists, and room/equipment calendars.
• Track and reconcile attendance, make-up work, testing schedules, credential attempts, and completion documentation.
• Issue or coordinate certificates/credential documentation and maintain a credential registry.
• Enter and maintain participant data in required systems (e.g., case management database/CRM, LMS, spreadsheets, funder portals).
• Produce routine reports for academy leadership: enrollment trends, attendance, completion rates, credential attainment, placements, and retention follow-ups.
• Perform ongoing data quality checks to ensure accuracy, consistency, and audit readiness, correct errors, and coordinate corrections with staff.
• Maintain documentation needed for internal review, funder monitoring, and audit requests (as applicable).
• Ensure required forms are current, properly signed, and stored; track expirations and renewals (consents, releases, eligibility verifications).
• Support continuous improvement by recommending workflow updates that strengthen compliance, file completeness, and student experience.
• Provide responsive, respectful service to students, instructors, case managers, and partner agencies.

• Coordinate closely with academy staff on status updates, barriers impacting attendance, and documentation needed for outcomes.
• Support academy events such as orientations, registration drives, partner referrals, and graduation/recognition.
• Perform other related duties as assigned to support academy operations and student success.

• High school diploma or equivalent required; associate’s degree or administrative certification

preferred.

• Minimum of two (2) years of administrative experience in education/training, workforce development, healthcare, nonprofit, or related setting preferred.
• Strong organizational skills with the ability to manage multiple priorities with attention to detail.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and document management systems.
• Excellent verbal and written communication skills.
• Professional discretion and ability to handle sensitive and confidential information.
• Ability to work independently as well as collaboratively with all levels of the organization.
• Experience working in a nonprofit or mission-driven organization is a plus.
• Experience with records management, scheduling, and reporting is highly preferred.

Talking, hearing, stooping, kneeling, crouching, reaching, handling, and seeing. Lifting/Carrying/Pushing/Pulling: (Sedentary Work)

Although a sedentary job is defined as one that involves sitting, a certain amount of walking and standing is often necessary to carry out job duties.

Lifting 10 lbs. Maximum