Enrollment & Database Coordinator (12 Month)

Description The Enrollment and Database Coordinator supports and advances the mission of FCS by overseeing school-wide operation of school management software related to enrollment, admissions and marketing; reports to the Admissions Director. Responsibilties include:

• Serves as the primary administrator for FACTS SIS, coordinating system configuration, maintenance, and support to meet school-wide enrollment and administrative needs.
• Supports Admissions staff in the use of FACTS application and enrollment tools, including form configuration, workflow maintenance, and troubleshooting.
• Provides student, family, and enrollment data to support marketing efforts, including targeted communications and outreach.
• Maintains accurate student and family records throughout enrollment, including demographic information, household relationships, contact information, enrollment status, and Family Portal access.
• Protects confidential student, family, and staff information through appropriate record handling, system access controls, and adherence to school policies.
• Manages family access and permissions within FACTS SIS, ensuring access aligns with verified family relationships, custody documentation, and school policies.
• Develops and maintains custom queries, reports, and data exports to support school operations and administrative reporting.
• Provides FACTS SIS support to faculty, staff, and families, troubleshooting issues and coordinating with FACTS support or appropriate school personnel as needed.
• Conducts regular reviews, verification, and cleanup of student and family data to maintain accurate, consistent, and complete records.
• Coordinates annual FACTS SIS rollover and school-year setup with the appropriate academic and administrative staff.
• Coordinates FACTS SIS configuration changes and evaluates relevant system updates with FACTS support and FCS administrative staff, communicating workflow changes to affected users.
• Compiles data and prepares reports at the request of the Head of School, Development Director, Admissions Director, other administrators, and authorized staff to support planning, decision-making, and school operations.
• Maintains transportation and extended-care enrollment records, processes service changes, and communicates updates to program staff and Finance.
• Maintains enrollment forms, electronic packets, and related communications to reflect current school policies, documentation requirements, and deadlines.
• Provides regular enrollment reports, including enrollment counts, reenrollment progress, openings, and other data used by administrators for planning.
• Coordinates with Finance to ensure enrollment status, start and withdrawal dates, and transportation and extended-care selections are accurately communicated for billing.
• Receives and maintains custody-related documentation, updates relevant student records and access settings based on administrative direction, and refers questions requiring interpretation or decisions to designated administrators.
• Coordinates the student withdrawal process, including obtaining required documentation, confirming the effective withdrawal date, updating enrollment status in FACTS SIS, and notifying Finance and other affected departments.
• Coordinates student records transfers with the appropriate academic offices, confirming that school clearance requirements have been met before records are released.

Requirements

The Enrollment & Database Coordinator should have the following qualifications:

• Committed Christian with a close personal walk with the Lord, maintained through personal routines (such as prayer and reading the Bible) and in the school setting (through regular participation in “Prayer and Share” devotional times and other spiritual development opportunities at the school) (1 Thessalonians 5:11)
• Possesses Christian character qualities to serve as a role model for young people and readiness to share faith in Christ with students as part of our school’s mission (1 Timothy 4:12)
• Regular in attendance at a Christian, Bible-believing church, whose fundamental beliefs are not contrary to the FCS Statement of Faith (Hebrews 10:25)
• Commitment to a Biblical lifestyle, not promoting or engaging in actions, beliefs, or lifestyles contrary to biblical standards, such as premarital, extramarital, transgender, or homosexual behavior (Romans 12:1-2, I Corinthians 6:9-20, Ephesians 4:1-11, 5:3-5, I Thessalonians 4:3-8, I Timothy 4:12, II Timothy 2:19-22, I Peter 1:15-16, 2:15-17, I John 3:1-3)
• If married, a solid commitment based on Mark 10:9 and positive marital relationship
• Strong commitment to Christian education
• Strong technology skills including Google Docs, Microsoft Word, Excel and Google Sheets
• Knowledge of data manipulation and custom reporting tools
• Detail-oriented and thorough
• Discreet and trustworthy with confidential issues
• Problem solver with ability to prioritize
• Variety of computer and clerical skills
• Excellent communication skills
• Well-organized and efficient
• Teachable, servant spirit
• Team player
• Enjoys working data systems and working independently