Enrollment Systems & Data Coordinator Job Austin area,Texas USA,Administrative/Clerical

We are seeking a proactive and detail-oriented Enrollment Systems Coordinator to support our enrollment operations, systems, and data management.

In this role, you will be the backbone of our enrollment process, ensuring our systems (School Mint, Hub Spot) run smoothly, our data is accurate, and our front office teams have their enrollment system concerns resolved promptly.

ROLE RESPONSIBILITIES:

Configure and set up our enrollment platform for major enrollment milestones, including the annual lottery and re-enrollment periods.
Lead rigorous system testing (including zip code logic, lottery algorithms, and priority testing) and serve as a liaison with our software vendor.
Collaborate with various departments to configure and update registration and re-enrollment forms annually.
Provide ongoing support for major Hub Spot initiatives, including building forms, executing email campaigns, and fulfilling dashboard requests to optimize prospective family outreach.
Oversee the phone system utilized by our Student Recruitment Team.

DATA MANAGEMENT & REPORTING:

Update and maintain critical enrollment data dashboards weekly and monthly for distribution to internal stakeholders.
Lead data analysis projects and perform regular data cleanup and auditing using Microsoft Excel and Google Sheets to ensure data integrity.
Cross‑System Reconciliation:
Perform regular data audits between School Mint, Hub Spot, and our Student Information System (SIS) to ensure student records are perfectly synced and accurate across all platforms.

FRONT OFFICE & STUDENT RECRUITMENT TEAM SUPPORT:

Manage the organization-wide enrollment inboxes on a regular basis.
Resolve incoming help tickets from front office teams, the Student Recruitment Team, and Marketing, all while providing excellent customer support.
Create and maintain parent-facing "how-to" guides, FAQs, or brief video tutorials on how to navigate the registration and lottery processes to help reduce helpdesk ticket volume and for website use.
Manage user accounts, permissions, and security roles for internal staff across all enrollment platforms.
Develop training materials on how to navigate School Mint and Hub Spot and process enrollment documents.

STUDENT TRANSFERS:

Review all incoming student transfer requests during designated transfer windows.
Support in evaluating and tracking transfer requests against established criteria to determine approval or denial.
Ensure approved transfers are accurately moved and documented across all relevant databases and systems.

QUALIFICATIONS:

1–3 years of experience in enrollment, school operations, data coordination, or a related administrative role.
Strong working knowledge of Microsoft Excel and Google Sheets, including VLOOKUPs, pivot tables, and data sorting.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace (Sheets, Docs, Slides, Drive).
Experience with School Mint and/or Hub Spot is a strong plus.
Ability and willingness to work outside standard hours around major enrollment milestone launches.

COMPETENCY AND

SKILLS:

Alignment with KIPP Texas's mission and commitment to safe learning environments for every student and staff member.
Organizational

Skills:

manages multiple overlapping timelines and enrollment milestones with accuracy and follow-through.
Tech‑Savvy: quickly learns and masters new databases, CRMs, and software systems with minimal ramp‑up time.
Customer‑Centric: communicates warmly and effectively with all stakeholders, from front office staff to department heads, with a strong service orientation.
Process‑Oriented: creates clear, step‑by‑step documentation for standard operating procedures and system workflows.
Proactive Mindset: takes initiative, anticipates needs, and approaches challenges with a "roll‑up‑your‑sleeves," get‑it‑done attitude.

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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The person in this position needs to be able to move about inside and…