Job Description

The principal duty of all employees is to assist in the mission of the Church in the Diocese of Fort Worth. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

General Position Summary:

Enrollment Coordinator handles routine and advanced duties of the office, provides support to administration and staff, and coordinates all enrollment procedures.

Principal Accountabilities:

• Coordinate enrollment and re-enrollment procedures (inquiries, campus tours, applications, financial aid applications – FACTS)
• Prepare, administer, evaluate and record TABE Locator and tests
• Answer multiple line phone, take message, translate Spanish calls
• Translate for Spanish speaking parents in meetings/conferences, etc.
• Help prepare and maintain new and current student files
• Assist in collection and receipting tuition and any other revenue
• Assist with follow up of students and parents on tuition/fees
• Mail Progress Report/Report Card
• Maintain and replenish office supplies and forms including applications, brochures, sign in sheets, etc.
• Create student IDs
• Assist office with mailings and other projects
• Provide sign in sheets for all student activities and volunteers
• Coordinate tardy sign-in and early dismissals
• Coordinate calling parents/guardians when students are absent
• Inform teachers, counselors and administration of extended student illness and chronic absenteeism or tardiness to school.
• Facilitate book and laptop checkouts and returns
• Help maintain correspondence for president and principal, perform related duties as necessary
• Assist principal as needed
• Maintain procedure manuals for all responsibilities
• Conduct outreach to and engagement with parishes and schools to promote awareness about Cassata and engagement.
• Represent the school at community and diocesan events to support recruitment and visibility efforts.
• Coordinate and manage student photos and ID card production.
• Maintain cleanliness, organization, and professional appearance of the main office and media center, 103, BVR.
• Schedule and manage room use (Room 103, Media Center, BVR) for meetings, classes, and events.
• Oversee the distribution, collection, and inventory of textbooks and library/media resources.
• Serve as Attendance Coordinator, ensuring accurate daily attendance records in RenWeb.
• Monitor student attendance; contact families when a student is absent for more than two consecutive days.
• Generate and submit weekly and monthly attendance and tardy reports to the principal.
• Send weekly tardy notification emails to parents/guardians.
• Ensure promotional materials are printed, stocked, and readily available always.
• Conduct regular follow-up communications with prospective families.
• Setup of BVR for events/activities (i.e. Saturday Art Club on Friday afternoon and prepare tables for lunch on Monday morning.)
• Ensure all new and returning student forms are always signed and accounted for.
• Update and disperse list of Spanish speaking parents as needed throughout the year
• Schedule and assistance with prospective family tours
• Public speaking
• Assist with other tasks as needed

Typical Decisions and/or Recommendations Made in This Position:

• Minimum decisions made in this position
• Must use good judgment and accept feedback, suggestions, etc., as needed.

Supervision Given and/or Received:

• Received: Moderate supervision given to this position.
• Given: This position provides feedback and guidance to managers, supervisors and employees in the Churches and Catholic Center.

Internal Contacts:

• Diocese Pastors, Priests, School Presidents, Principals, Business Managers, and employees.

External Contacts:

• Diocese vendors, local, state, and federal agency representatives, and auditors.

Working Conditions and/or Physical Requirements:

• This position works in a professional office environment but is subject to stress due to the evolving and quickly expanding needs of the Diocese, tight deadlines and moderate workloads.
• Ability to sit and perform computer work for lengthy periods of time.
• Able to access and maintain centralized departmental files. Involves extending arms and reaching files stored in multiple levels on shelves, climbing up a stepladder to access files.
• Ability to accept work interruptions while remaining focused on duties.
• Data entry via computer keyboard requires repetitive and frequent hand and wrist movements.
• A significant amount of time regularly spent on the telephone providing customer service support and problem solving for both internal and external customers.
• Ability to lift to 35 pounds without assistance and up to 60 pounds with assistance.
• Required to work some nights and weekends

Travel Requirements:

• Infrequent travel, by car, may be required to Diocese Parishes and/or schools for meetings, training sessions, or other events.

Education and Experience Preferred:

• High School Diploma
• A minimum of 2-4 years’ experience in enrollment or related field, preferably in the non-profit sector
• Practicing Catholic with the ability to understand, appreciate and communicate the value of a Catholic education

Knowledge and Skills Preferred:

• Knowledge of the basic teachings of the Catholic Church
• Knowledge of a broad range of development activities
• Confidence in decision making skills, taking ownership, OK with making mistakes and learning from them.
• Demonstrated professional written and verbal communication skills - required
• Excellent interpersonal, written and oral communication skills including the ability to build relationships with key stakeholders at all levels- required.
• Demonstrated leadership and organizational skills necessary for accomplishing goals and objectives
• Demonstrated ability to analyze data and incorporate that data into strategy
• Ability to manage multiple projects simultaneously and to adapt to changing environments and priorities
• Demonstrated ability to inspire, lead and work collaboratively with colleagues and volunteers.
• High level of energy, creativity, optimism and schedule flexibility (some nights and weekends)
• Working knowledge of a variety of software platforms, including but limited to Microsoft Office, Raiser’s Edge, Recruitment programs, Google Apps and the Internet
• Demonstrated analytical and customer service skills.
• A strong ability to multi-task is required.
• Excellent communication and interpersonal skills, with the ability to interact effectively with employees at all levels of the organization.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities in a fast-paced environment.
• Ability to effectively answer questions in a timely manner by using all resources available.
• Commitment to the mission and values of the Catholic Church and the Diocese of Fort Worth.
• Bilingual English/Spanish required – speaking and written fluency.

FLSA Designation: Nonexempt, (FT, PT,OCC), # of hours / per week, Onsite, (schedule), Hours align with school operating hours and may include additional responsibilities such as faculty meetings, professional development, and school events.