The vision of the Arlington Public Schools is to be an equitable educational community where all learners feel a sense of belonging, experience growth and joy, and are empowered to shape their own futures and contribute to a better world.

 

JOB DESCRIPTION

Enrollment & Engagement Specialist

(Formerly District Registrar)

JOB GOALS: The Enrollment & Engagement Specialist, as a member of the Communications and Family Engagement Department, supports families and schools with registration onboarding and creating a welcoming environment for all.  By supporting each building’s use of the PowerSchool, the Enrollment & Engagement Specialist will continue to plan and execute efficient and innovative ways to improve systems, processes, and collaboration across all district departments. The Enrollment and Engagement Specialist will bring a culturally proficient lens to their work, demonstrating a genuine curiosity and respect for diverse cultural backgrounds. They will seek to understand different perspectives, traditions, and customs, promoting an inclusive and welcoming atmosphere for all team members. The candidate will collaborate with colleagues from various cultural backgrounds and experiences in this role. The Enrollment and Engagement Specialist will leverage their cultural proficiency to communicate effectively, understand varying viewpoints, and bridge cultural gaps, enhancing teamwork and collaboration.The Enrollment and Engagement Specialist manages the Arlington Public Schools registration process to ensure integrity, accuracy, and security of  registration records of current and former students; facilitates effective student registration and enrollment; builds secure student data files and set policy and procedure for their responsible use; leads all aspects of district-wide translation programming; and supports in the daily functions of the district’s Family Welcome Center & Resource Hub.

 

MINIMUM QUALIFICATIONS:

• 3-5 years of related experience in an educational setting required
• Bachelors of Arts or Bachelors of Science required
• Ability to speak a second language preferred (especially Chinese, Japanese, Spanish, Haitian Creole, Portuguese)
• Three years’ experience with registration/database systems, experience must include either PowerSchool Registration and/or PowerSchool Student Information System (SIS)

KNOWLEDGE AND SKILLS:

• Ability to collaborate with data analysts to assure accuracy in record keeping and support data compliance for State and Federal Reporting regulations.
• Demonstrated proficiency with data management systems, preferably with student information systems.
• Demonstrated ability in streamlining processes with a focus on enhanced efficiency and effectiveness.
• Demonstrated high-level of organizational, interpersonal, and problem-solving skills including, but not limited to:
• Proficiency in providing training/support to users across cross-functional teams. 
• Ability to build effective relationships with administrators, staff, students, and families.
• Strong written and verbal communication.
• Ability to work in a fast paced team environment.
• Demonstrated understanding of PowerSchool SIS or Enrollment administration and/or PowerSchool Certification strongly preferred
• Demonstrated ability to successfully deliver culturally responsive services
• Ability to exercise discretion in handling confidential information.

PERFORMANCE RESPONSIBILITIES:

• Responsible for development/maintenance of registration forms each year as well as corresponding user workflows; New Student Registration, Back to School, as well as Year Round Update Forms. Communicates district expectations and changes to policy with district staff & parents.
• Maintains user accounts and security permissions for Registration module; provides initial training for new users. Works with teams/departments to maximize their use of the PowerSchool Registration platform
• Processes submitted enrollment records in alignment with district policies.
• Escalates issues with received enrollment records to school housing liaison
• Delivery configuration of New Student Registration
• Approving records and delivery to PowerSchool SIS in alignment with district policies.
• Manage process and make changes to student Buffer Zone assignments in PowerSchool Enrollment upon notification from Superintendent’s Office
• Works with individual schools to determine start dates and prepare for incoming students based on school’s processes
• Collaborates on buffer zone management processes outside of the Registration platform.
• Manages the automated notifications and messaging to families from PowerSchool Enrollment registration workflow as records are processed for each individual school.
• Supports individual schools with creating and maintaining processes for enrollment and exit of students.
• Creates and maintains connection to PowerSchool SIS for delivery of student records:
• Ensures the accuracy of registration data and supports district/school staff with their use of data for newly delivered students.
• Collaborates with Data Management team to ensure delivery setup adheres to system and state reporting best practices
• Oversees successful use of PowerSchool Registration module for APS staff, District-Wide Teams, and families. Creates documentation as needed to define consistent best practices for all essential functions.
• Creates and develops end user forms for staff and families, and manages and reports on data as directed.
• Supports all aspects of Family Welcome Center & Resource Hub Operations, including but not limited to:
• Support with conducting needs assessment to understand family experience, concerns, and points of clarification.
• Support in creation and maintenance of training and promotional materials for students, staff and families.
• Support in orientations for student and families
• Support in the functions of affinity groups and community conversations.
• Support ELPAC functions in collaboration with the ELL Department.
• Support with gathering, analyzing, and reporting data and feedback on family experiences.
• Support in creation, translation, and distribution of district and community resources for families.
• Support all aspects of district translation services (communication, training, and maintenance of external translation services).

• Support families with registration needs; following up on records requiring attention and approving records when meeting internal criteria.
• Works with families to obtain missing documentation and collaborates with schools across the district when documentation is not sent to the registration office directly.
• Collaborates with all departments district-wide to assure clear and concise communication and cohesion in all family onboarding on multiple platforms
• Manages the public-facing communication channels available to families and responds where needed in a timely manner
• Supports District Leadership by providing access to registration numbers or running reports directly as needed.
• Manages communication templates both for system-generated messages via PS Enrollment and ad-hoc messages needed by the district or schools.
• Maintains Registration- and Welcome Center-specific pages on District Website
• In response to Help Desk tickets, provides PowerSchool SIS and Registration support to K12 teachers, staff, and families. Follows IT Dept. guidelines to ensure timely responses to all support requests.
• Collaborates with the Data Team to provide PowerSchool training for end users; shares district expectations and deadlines when required.
• Other duties as assigned by Director of Communications & Family Engagement

TERMS OF EMPLOYMENT:  Full year, full time.   

 

WORK HOURS: Generally Monday - Friday 8:00PM-4:00PM in person; hours may be adjusted to accommodate for early morning or late afternoon/evening work requirements as needed. 

 

REPORTS TO: Director of Communications & Family Engagement

 

SALARY AND BENEFITS: $60,000-$75,000  Non-union/Salary Commensurate with education and experience. Health Insurance and other benefits are available in the same manner they are available for benefit-eligible employees in the District. Benefits in accordance with Town of Arlington and the Arlington Public Schools.

 

The Arlington Public Schools are committed to creating an inclusive and safe learning and working environment that reflects a diversity of perspectives, values, and experiences. We welcome staff who are aware of the role that bias and prejudice play in society, are creative and willing to try new approaches, and are reflective about their daily practice. We are looking for candidates who welcome a challenge, are eager to collaborate and contribute to the success of students, are ready to engage in two-way partnership with families, and who will contribute their diverse talents to the organization as a whole.