Enrollment Data Manager

Job Description

Job Description

The Schenck School

Job Description

Job Title: Enrollment Data Manager

Department: Enrollment Management

Reports To: Director of Enrollment Management

Payroll Status: Salary, Exempt / Full-time, 12-Month

The Schenck School is a specialized school serving students with dyslexia in grades K-6. Students attend the school for a focused period of 2-3 years before transitioning to mainstream educational environments. The Schenck School fosters strong character development, community involvement, and a joyful learning environment, ensuring that graduates are well-prepared to engage confidently with the world as proficient readers and compassionate individuals.

POSITION OVERVIEW:

The Enrollment Data Manager serves as the systems engine for the Enrollment Management team, carrying significant autonomy across three core functions:

1. Data Systems Management: Primary ownership of Ravenna and Blackbaud — maintaining content accuracy, managing data flow between platforms, securing the critical August 1 handoff to Advancement, and serving as the primary resource for system training and reporting.

2. Data and Process Expertise: Serving as the Enrollment Management team's data expert — pulling reports, interpreting enrollment data, and understanding the operational workflows and gap processes that connect systems.

3. Administrative Operations: Executing day-to-day administrative tasks that keep enrollment operations running — supporting events, managing the parent directory, coordinating scheduling, and handling routine processes so Directors and Assistant Directors can focus on family-facing and strategic work.

Success requires strong fluency across all three functions — moving between systems management, data consultation, and hands-on administrative support as the team's needs shift. The Enrollment Data Manager works autonomously, proactively bringing solutions.

PRIMARY RESPONSIBILITIES:

Data Systems Ownership

• Take ownership of identifying process inefficiencies across enrollment systems; propose and implement solutions independently.

• Establish and document standard operating procedures for data entry, system transfers, and reporting.

• Serve as the subject matter expert on enrollment data systems; train other staff as needed on system protocols.

• Own and maintain the data pipeline from Ravenna (inquiry/application) → Blackbaud (student information) → Raiser's Edge (development/family records).

• Troubleshoot data discrepancies across systems; review for accuracy and proactively fill gaps.

• Generate enrollment reports and dashboards from system data as requested by Directors (Admissions, Outplacement, and Director of Enrollment Management).

• Coordinate with IT and external vendors on system issues, updates, and integrations.

• Respond to family inquiries regarding system login difficulties; refer complex issues to IT.

• Manage data requests from other departments (Communications, Events, etc.) that rely on enrollment information.

Enrollment & Re-enrollment Operations

• Serve as the point of contact for parent process and registration questions.

• Create the link from Ravenna to Blackbaud when students are accepted.

• Complete and maintain the Accepted/Student Tracking Sheet: record acceptance dates, deposits received, and enrollment status.

• Maintain the Master List of Contracts for reconciliation with the Business Office.

• Screen for returning contracts and coordinate tuition setup with the Business Office.

• In cooperation with the Business Office and Admissions, create and manage the online enrollment and re-enrollment process.

• Post deposit payments to tracking worksheets; reconcile paper checks received.

• Coordinate and publish the annual parent directory: prepare and format data, send parent inquiries for updated information, and collect class lists in June/July.

Student Records Management

• Maintain student information in Blackbaud, including the Student Information Dashboard.

• Work collaboratively with the Business Office on SB10 applicant management.

Admissions Administrative Support

• Maintain applicant records and tracking in Ravenna; Assistant Director of Admissions reviews for accuracy.

• Monitor application completion status; follow up with families on incomplete applications and report progress to Director of Enrollment Management. Escalate non-routine questions to Assistant Director of Admissions.

QUALIFICATIONS:

Required

• Bachelor's degree from an accredited institution.

• Minimum 3-5 years of experience in data management, database administration, or operations coordination, preferably in an educational or nonprofit setting.

• Technical proficiency with database systems; ability to learn new software independently.

• Strong attention to detail and commitment to data accuracy.

• Demonstrated ability to manage multiple concurrent tasks and deadlines.

• Professional written and verbal communication skills.

• Proficiency with Excel (formulas, data manipulation, basic analysis).

• Professional written and verbal communication skills.

• Ability to work independently and self-direct within established priorities.

• Diplomacy and discretion in handling confidential student and family information.

Preferred

• Experience with Raiser's Edge, Blackbaud, Ravenna, and/or similar school/nonprofit systems.

• Previous experience in an independent school or educational setting.

• Familiarity with enrollment or admissions processes.

• Experience with financial record-keeping or accounts coordination.

Personal Attributes

• Systems thinker — understands how data errors upstream impact downstream users.

• Proactive problem-solver — identifies and resolves issues before they escalate.

• Detail-oriented and methodical in approach to data work.

• Responsive and reliable — meets deadlines consistently.

• Collaborative — works well with multiple departments that depend on accurate data.

• Comfortable asking questions and escalating when uncertain.

Main Working Relationships

• Internal: Director of Enrollment Management, Director of Outplacement, Assistant Directors, Business Office/Controller, Development Office, Communications, and IT.

• External: Parents, external system vendors.

WORKING CONDITIONS:

This position operates in a professional office environment. The role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. Employees are expected to work primarily indoors in a climate-controlled setting.

The job typically involves prolonged periods of sitting, working at a computer, performing repetitive tasks such as typing and data entry, and organizing or maintaining physical and/or electronic filing systems. Occasional standing, walking, bending, or lifting of light items (up to 30 pounds) may be required.

Work is generally performed during standard business hours, though occasional overtime or extended hours may be necessary to meet deadlines or business needs. The environment is usually quiet to moderately busy, with frequent interaction with colleagues, clients, or vendors via in-person meetings, phone calls, or electronic communication.

Interested candidates should submit a Cover Letter, Resume, and 3 References in a Word or PDF format.

The Schenck School provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. In addition to federal law requirements, The Schenck School complies with applicable state and local laws governing nondiscrimination in employment at every location where the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

The Schenck School expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of the School’s employees to perform their job duties may result in discipline up to and including discharge.