Enrollment & Records Coordinator

The Quad Preparatory School

Enrollment & Records Coordinator

Immediate Opening
 
Classification: Full Time, Exempt

Reports to: Senior Manager, Technology Projects & Systems

Annual Salary Range: $55,000-$70,000
 
At Quad Prep, we are on a mission — to transform the lives of neurodiverse, twice-exceptional and gifted learners by redefining the experience of school. Through the collective, collaborative, and empathic work of our teachers, clinicians, and administrative staff, we are empowering our students to engage with the exciting and wonderful diversity of this world.

Now in our 2nd decade, we are excited to welcome fellow innovators and collaborative colleagues to our team to be a part of this inspiring and impactful mission. At Quad Prep, a New York State Association of Independent Schools (NYSAIS) Accredited School, we are eager to create challenging and engaging learning experiences for our students, to seek diverse perspectives, and to work together to continuously refine and redefine best practices in neurodiverse education. The Quad Preparatory School actively seeks to advance diversity through its programs and hiring.
 
Why work at Quad Prep?
 
- ACCREDITED SCHOOL: Quad Prep was recognized as an outstanding school when it received accreditation last year through NYSAIS.
- COMMUNITY: We are committed to building a joyful and inclusive culture where everybody is celebrated for who they are.   
- COLLEAGUES: Our colleagues are inspiring, consummate innovators and are at their happiest collaborating to create personalized solutions for each student.  
- STUDENTS We guarantee that you will learn something eye-opening every single day from our students — and have a lot of joy and laughter along the way!
- DEEP PROFESSIONAL LEARNING: Quad Prep supports mission-driven educators and clinicians to grow their professional skills and influence in the neurodiversity educational space. Close collaboration with colleagues, coaching from supportive leaders, and thoughtful, in-depth professional learning programs keep us growing.
- GENEROUS AND COMPREHENSIVE BENEFITS Health: Medical, Dental, Vision
- Student Loan repayment 
- Retirement Plan contribution
- Group Life Plan
- Disability Insurance
- Generous Parental Leave

- WORK LIFE BALANCE:  In addition to vacation and sick time, there are approximately 20 scheduled school closure days throughout the calendar year, including a full week off during the first week of the December break. We also provide supervision each week to support your professional growth while limiting the number of after-work hours needed. Our goal is to help you live the life you want—both inside and outside of school.
- EXTRAS You can build a private practice or tutor onsite during after school hours at low-cost reduced rates, available only to our Quad Prep staff.
 
Who We Are

(If Quad Prep is for you, you'll read what's below and feel, "That's me!")

At Quad Prep, we are guided by values that we hold dear and we have developed an innovative set of practices to meet our mission. We are:
 
Groundbreaking: We ignite our students’ talents and are passionate about their futures. You are:

- Passionate about our work and our mission
- Creative and excited about reaching each and every learner in new ways
- Excited to help create new, evidence-based best practices in this rapidly evolving field
- Able to set high expectations of yourself and discover ways to meet them

Collaborative:  We function with an exceedingly deep degree of collaboration. You:

- Communicate effectively with colleagues
- Seek to understand yourself and others in order to welcome new perspectives 
- Are generous of spirit and willing to give and receive feedback and input freely
- Are kind, welcoming, and inclusive
 
Trustworthy:   We are steadfast and are accountable to our students and each other. You:

- Can be counted on to do what you say you will do
- Have a high level of ownership for personal and team results
- Can purposefully develop skills to find success in your work and our learning community
- Ask for support when you need it
- Project an unflappable, firm, and kind presence 
 
Constantly Learning and Growing:  We value continued growth and learning. You:

- Seek opportunities to learn and grow in your professional practice
- Support colleagues by sharing best practices and nurturing their learning
- Help the organization grow and improve by developing and sharing new ideas and approaches
 
Resourceful:  At Quad Prep, we dig deep to meet our mission. You:

- Are highly effective and dedicated 
- Show initiative
- Display good judgment and sensibility
- Excellent at supporting students inside and outside the classroom
 
Flexible :  At Quad Prep, we never give up on each other and are driven by the ethos of “not if, but how.”   You are:

- Open to new ideas
- Nimble in fluid, changing environments
- Excited by growth, change, and innovation
 
## Position Summary

The Enrollment & Records Coordinator supports the school’s enrollment, student records, and registrar-related operations from enrollment through withdrawal or graduation. This role is responsible for maintaining accurate student information, coordinating enrollment documentation and communications, responding to records requests, and supporting key student lifecycle processes throughout the year.

The Coordinator serves as a primary point of contact for routine enrollment and student records questions and works closely with school leadership, Admissions, the Business Office, Academic Leadership, and other departments. Success in this role requires exceptional attention to detail, strong written communication skills, sound judgment with confidential information, and consistent follow-through. The successful candidate will also be expected to become a confident user of Veracross and thoughtfully identify opportunities to improve existing processes over time.
 
## Responsibilities

Enrollment Operations

- Support and execute the enrollment process from contract preparation through student matriculation.
- Prepare, distribute, track, amend, and organize enrollment contracts.
- Maintain enrollment forms, annual documentation, and related materials.
- Track enrollment progress and respond to routine family and leadership questions regarding status, documentation, and next steps.
- Collaborate with Admissions to support the transition from admitted applicant to enrolled student.
- Review newly enrolled student records to ensure required information and documentation are complete and accurate.
- Enter and maintain approved payment plan information and related documentation in Veracross.
- Maintain detailed notes regarding enrollment situations, communications, and relevant family information.

Student Records & Registrar Operations

- Maintain complete, accurate, organized, and confidential student records.
- Serve as the primary point of contact for the registrar inbox and routine student records inquiries.
- Collect, review, organize, and maintain academic, health, legal, custodial, and other student documentation.
- Maintain demographic information, household structures, contact information, emergency contacts, permissions, authorized pickup information, and other student profile data.
- Process student records requests from families, schools, colleges, attorneys, agencies, and authorized third parties.
- Support student withdrawal and transfer processes by updating records, preparing documentation, and ensuring student information is appropriately closed out.
- Collaborate with the systems team on transcript production and graduation requirement review.

Attendance, Reporting & Compliance Support

- Audit and reconcile attendance information across school systems and prepare attendance affidavits and related documentation.
- Support annual state, city, and school reporting related to student enrollment and records.
- Assist school leadership with required recordkeeping and compliance-related processes.
- Maintain organized documentation that supports school recordkeeping requirements.
- Escalate compliance, policy, or regulatory questions to the appropriate school leader.

Data Quality & Record Accuracy

- Conduct recurring reviews of student records to identify missing, incomplete, or inconsistent information.
- Audit grades, enrollment data, permissions, attendance, and related student information as needed.
- Complete broader student record audits at least monthly, as workload permits.
- Coordinate corrections with the appropriate team members.

Scheduling & Academic Operations Support

- Serve as a member of the scheduling team, particularly during the spring scheduling cycle.
- Support scheduling-related data entry, student record updates, course information, and schedule adjustments.
- Support student record updates associated with year-to-year system transitions and summer rollover processes.
- Assist with grade and student information reviews related to report card publication.

Communications, Collaboration & Process Improvement

- Serve as a primary operational point of contact for leadership questions related to enrollment status, student records, documentation, and student lifecycle information.
- Draft and distribute clear, professional written communications to families, staff, leadership, and external stakeholders.
- Collaborate with Admissions, the Finance Office, Academic Leadership, Student Support Services, Division Leadership, and other departments.
- Maintain and update process documentation, checklists, and standard operating procedures.
- Identify opportunities to improve efficiency, clarity, and consistency within existing workflows.
- Escalate technical system questions to the systems team and policy or decision-making questions to school leadership.

The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive. Other duties may be assigned as needed.

Required Qualifications

- Bachelor’s degree.
- Prior professional experience in an administrative, operational, enrollment, records, education, or other detail-intensive environment.
- Exceptional attention to detail and commitment to accuracy.
- Strong organizational skills and ability to manage multiple recurring deadlines.
- Excellent written and verbal communication skills.
- Strong follow-through and clear documentation habits.
- Ability to handle confidential and sensitive information with discretion and sound judgment.
- Comfort learning and working within complex information systems and databases.
- Proficiency with Google Workspace.
- Strong problem-solving skills, curiosity, and initiative.
- Ability to work collaboratively while recognizing when to act independently and when to escalate.
- Flexibility to support changing seasonal priorities throughout the school year.

Preferred Qualifications

- Prior experience in a K–12 school or education setting.
- Experience supporting enrollment, admissions, registrar, student records, or school operations.
- Familiarity with the enrollment lifecycle.
- Experience with Veracross, another Student Information System, or a comparable database-driven platform.

Compensation

The anticipated salary range for this position is $55,000–$ 70,000, depending on experience and qualifications.

At Quad Prep full-time (or over 30 hours per week) employees will have access to a full range of benefits, including group medical, dental, and vision coverage; Health Savings Account (HSA), Flexible Spending Account (FSA), pre-tax transit, and dependent care (DC FSA) accounts; a 401K plan with a school match, and student loan repayment contributions (after one year of employment); and a range of professional development opportunities, including our First Year Support Program for all new faculty and staff.

Work Environment:

This job operates in a school setting. The school is located on two campuses approximately two blocks away with the administrative office in a third location between the two campuses. All three buildings have an elevator. This role requires regular walking to various locations around the school.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and listen. This position does not involve continuous standing, walking, and climbing stairs. The employee will be at a desk job and may  occasionally lift and/or move items approximately 10 pounds . Typing is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type and Expected Hours of Work:

This is a full-time exempt position in an educational facility that is open eight hours a day, 12 months a year. Occasional evening or weekend hours may be needed during busy periods. In general, though, hours are Monday-Friday 8am - 4pm.

Want to learn more about Quad Prep? Connect with us!
 
Want to learn more about Quad Prep? Connect with us!

***Note that currently, all employees are requested to be fully vaccinated and boosted for COVID-19. In the event of an outbreak of COVID-19 or any other communicable or infectious disease, or any public-health condition designated by the New York State Commissioner of Health, that in the School's sole discretion requires operational changes, the School reserves the right to establish and modify health and safety protocols, including requiring vaccination and/or vaccine boosters, testing, or other health requirements and requests for proof of compliance. ***

ADA/AAP/EEO Statement: The Quad Preparatory School is committed to the full inclusion of all qualified individuals. We take steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact our People and Culture department at [email protected].

The Quad Preparatory School is based on an inclusive philosophy that does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, marital status, creed, sexual orientation, familial status, citizenship, veteran or military status, or any other characteristic protected by law in its hiring procedures and policies.