Enrollment Operations Coordinator

Description

Job Title: Enrollment Operations Coordinator

Date: 02/02/2026

Reports to: Vice President of Operations

Department: Enrollment

Status: Exempt – Professional

General

Summary:

The mission of Portage Learning is to transform lives and communities by providing learning opportunities for all who aspire to thrive. We do this not only through superior online instruction, but with a deep commitment to expanding access to education. We believe service is the thread that binds our community and our team together. To that end, we choose to …

• Believe the best in our employees
• Invest in our people
• Collaborate with humility, respect, and appreciation
• Cultivate curiosity and encourage creativity.

Portage Learning is seeking a highly organized and detail-oriented Enrollment Operations Coordinator to support the operational effectiveness of our Enrollment team, including Program & Institutional Engagement, Student Engagement, and Marketing. This role serves as a central operational and sales operations resource, ensuring CRM accuracy, reporting consistency, process efficiency, and strong coordination across enrollment-related functions. The Enrollment Operations Coordinator plays a critical role in enabling enrollment teams to work efficiently and make data-informed decisions through reliable systems, workflows, and reporting.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential function(s).

• Maintain CRM data integrity by monitoring completeness and consistency of records entered by Enrollment staff.
• Conduct regular data quality audits and flag missing, inaccurate, or inconsistent information for follow-up.
• Support contact imports, bulk updates, standardized data cleanup, and CRM organization.
• Build and maintain CRM templates, CRM dashboards, workflows, sequences, and marketing emails (Hub Spot) in collaboration with the enrollment team preparing scheduled reports including pipeline status, engagement activity, and lifecycle milestone tracking.
• Document internal processes, checklists, and standard operating procedures (SOPs).
• Communicate and coordinate cross-functionally with Marketing, Enrollment, Academics, Student Affairs, Data, IT, and Operations.
• Manage all aspects of conference and event registration where Portage Learning will exhibit and coordinate inventory, packing, and logistics for all conference materials. Maintain a centralized calendar of conferences and events attended by enrollment teams. Track event outcomes and support post-conference follow-up workflows.
• Prepare and send mailings to institutional partners, maintaining accurate records of mailings, recipients, timelines, and coordinate annual partner gifts in collaboration with administrative support.
• Maintain centralized inventory tracking for marketing materials, print collateral, and promotional items including digital inventory.

• Systems thinking and process-oriented mindset.
• Strong operational judgment and problem-solving skills.
• Accountability and ownership of work.
• Ability to synthesize information and present clear insights.
• Professionalism and discretion when handling sensitive information.
• High level of organization, attention to detail, and follow-through.
• Strong written and verbal communication skills.
• Hands-on experience working with CRM systems (e.g., Hub Spot, Salesforce, Slate, or similar).
• Proven ability to manage multiple priorities in a fast-paced, cross-functional environment.
• Strong analytical skills with experience using data to inform operational decisions.

• Bachelor’s Degree in Business Administration or related field preferred.
• 1-3 years of experience in enrollment operations, sales operations, program coordination, or a related role.
• Experience in online education, higher education, or subscription/service-based organizations preferred but not required.
• Successful completion of a background check and current and/or ability to obtain the following clearances:
  Child Abuse, State Police, and FBI Fingerprinting.
• Demonstrated agreement with and vision for the stated mission,…