Student Enrollment and Records Coordinator

Department: Kingdom Collegiate Academy (KCA)

The Student Enrollment and Records Coordinator supports the enrollment life cycle of Kingdom Collegiate Academy by ensuring student information, enrollment records, family financial data, and academic records are accurate, organized, timely, and maintained with excellence. This role serves as the primary administrator for the school’s student information system, Blackbaud, and provides training, support, reporting, and process coordination for families, faculty, staff, and school leaders. This position requires strong attention to detail, a high level of confidentiality, excellent communication skills, and the ability to support families while managing complex data, records, systems, and deadlines.

Core Responsibilities

Ministerial Responsibilities & Spiritual Care

All employees of Kingdom Collegiate Academy, an educational ministry of Oak Cliff Bible Fellowship, serve in ministerial roles that contribute to the spiritual mission and ministry of the church. As such, employees are expected to model Christian values, support the spiritual development of others, and actively contribute to a Christ-centered work environment. This includes engaging in prayer and spiritual encouragement with co-workers and church members, participating in staff meetings and Bible studies, and demonstrating a personal commitment to ongoing spiritual growth.

Enrollment, Reenrollment, and Student Records

• Coordinate and manage the administrative process for student enrollment and reenrollment, ensuring all required forms, documentation, approvals, and records are completed accurately and on time.
• Maintain accurate student records in Blackbaud and in cumulative student files, ensuring records are organized, complete, and compliant with school expectations.
• Track enrollment progress, outstanding documentation, reenrollment completion, withdrawals, transfers, and other student record updates.
• Partner with school and campus leaders to ensure student enrollment data is accurate and accessible for planning, staffing, classroom placement, reporting, and communication.
• Support families through the enrollment and reenrollment process by providing clear instructions, timely reminders, and helpful guidance.
• Ensure academic records are properly documented, maintained, updated, and reported in accordance with the school calendar and applicable school procedures.
• Maintain confidentiality of student, family, staff, academic, and financial records.

Reporting, Data Accuracy, and Process Management

• Maintain accurate student, family, staff, and financial data in Blackbaud.
• Develop, maintain, and improve Blackbaud processes related to enrollment, reenrollment, student records, academic reporting, and family finance.
• Create, analyze, monitor, and distribute admissions, enrollment, reenrollment, student records, and family finance reports.
• Provide timely reports to school leaders to support decision-making, planning, forecasting, and follow-up.
• Identify trends, gaps, incomplete records, and process delays, and recommend solutions to improve accuracy and efficiency.
• Maintain calendars, timelines, checklists, and workflows related to enrollment, reenrollment, records, reporting, and family finance.
• Support recruitment and admissions events by providing accurate data, registration support, enrollment information, and system-related assistance as needed.

Family Finance and Tuition Coordination

• Create, maintain, and monitor family finance processes in Blackbaud.
• Communicate tuition payment processes, account expectations, deadlines, and next steps to families with clarity, professionalism, and care.
• Partner with families to answer questions related to tuition payment processes, billing information, tuition assistance communication, and account-related documentation.
• Coordinate with the OCBF Accounting Department to ensure accurate and timely communication regarding family financial records, payments, balances, and reporting.
• Support the tuition assistance communication process by helping families understand required steps, documentation, deadlines, and follow-up expectations.
• Create, analyze, report, and monitor family finance reports for school leadership and accounting partners.
• Maintain confidentiality and discretion when handling family financial information.

Cross-Functional Collaboration and Family Support

• Collaborate with the Recruitment & Admissions Coordinator to ensure families experience a smooth transition from admissions acceptance to enrollment completion.
• Partner with the student services team to support accurate student information, documentation, accommodations, services, or other enrollment-related needs.
• Work closely with campus leaders, teachers, school leaders, marketing, and administrative staff to ensure families receive accurate information and timely support.
• Communicate with families in a warm, professional, and service-minded manner that reflects the mission and values of Kingdom Collegiate Academy.
• Support continuous improvement of enrollment, reenrollment, records, and family finance processes.

Qualifications & Experience

• Associate’s or bachelor’s degree in education, business administration, communications, data management, office administration, or a related field preferred.
• Prior experience in a school, private school, Christian school, admissions, enrollment, registrar, student records, family accounts, or administrative support environment preferred.
• Experience with Blackbaud or another student information system strongly preferred.
• Experience supporting tuition, billing, family accounts, tuition assistance, or financial documentation preferred.
• Strong organizational skills, attention to detail, and ability to manage multiple processes, deadlines, and confidential records.
• Strong written and verbal communication skills, with the ability to communicate clearly and warmly with families, students, faculty, staff, and school leaders.
• Proficiency with Microsoft Office, Google Workspace, spreadsheets, databases, reporting tools, and digital records systems.

Every team member plays a role in advancing our mission, vision, and values. We strive to reflect Christ in all we do, and we ask each employee to model biblical character, professionalism, integrity, and a spirit of service in every interaction.

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities.