Position Summary
The Texas Registrar & Enrollment Coordinator serves as the primary in-person representative of Christa McAuliffe Academy School of Arts and Sciences (CMASAS) throughout Texas. This role combines enrollment advising, family engagement, community outreach, office management, marketing support, and relationship development to expand awareness of CMASAS while delivering an exceptional experience rooted in our Personalication™ philosophy.
The ideal candidate is an organized, personable, self-motivated professional who enjoys building relationships, helping families find the right educational fit, and representing CMASAS throughout the community. This individual will play a key role in helping grow enrollment by promoting CMASAS as an approved Texas Education Freedom Account (TEFA) school while ensuring every family experiences our “We Care” philosophy.
At CMASAS, we believe every student deserves to be seen, known, and valued. Through our Personalication™ philosophy, we build individualized educational experiences that empower students to discover their strengths, build confidence, and pursue their unique futures. Every interaction with a family is an opportunity to demonstrate our commitment to exceptional service, authentic relationships, and educational excellence.
This position is anticipated to begin at approximately 30 hours per week with the opportunity to transition to full-time based upon enrollment growth and organizational needs. Occasional evening and weekend work will be required for community events, family gatherings, conferences, and promotional activities.
Primary Responsibilities
Registrar & Student Records Administration
- Serve as the primary Registrar for the CMASAS Texas office, maintaining accurate, secure, and confidential student records in accordance with CMASAS policies and applicable federal and state laws, including FERPA.
- Coordinate the collection, review, verification, and organization of all required enrollment documentation, including transcripts, report cards, immunization records (when applicable), proof of residency, birth certificates, and other admissions documentation.
- Maintain complete and accurate electronic and physical student records while ensuring timely processing of all enrollment and withdrawal documentation.
- Coordinate the receipt, transfer, and secure storage of official student records with previous schools, school districts, and educational institutions.
- Monitor student files to ensure all required enrollment documentation is received, properly recorded, and maintained throughout a student's enrollment.
- Process requests for student records, enrollment verification, transcript requests, and educational documentation in compliance with school policies and FERPA requirements.
- Assist with student registration, course enrollment documentation, grade-level placement verification, and maintenance of permanent student records.
- Maintain accurate enrollment, withdrawal, transfer, and graduation records while collaborating with Counseling, Enrollment, and Academic Services to ensure record accuracy.
- Support state reporting requirements and maintain documentation necessary for participation in the Texas Education Freedom Account (TEFA) program and other applicable scholarship or educational choice programs.
- Conduct periodic audits of student records to ensure completeness, accuracy, and compliance with accreditation standards and internal quality assurance procedures.
- Assist with records management for graduates, including final transcript preparation, diploma documentation, and permanent student record retention.
- Coordinate with the Oregon administrative office to ensure consistency in registrar procedures, records management practices, and accreditation compliance.
- Maintain strict confidentiality of student information while exercising sound judgment regarding access to educational records and personally identifiable information.
Office Coordinator
- Manage the daily operations of the CMASAS Texas office in Midlothian.
- Welcome visitors and provide a warm, professional environment for families and community partners.
- Maintain office supplies, organization, technology, and presentation of the office.
- Serve as the primary on-site contact for walk-in inquiries and scheduled appointments.
- Coordinate office scheduling and meeting space.
Enrollment & Family Engagement
- Conduct personalized enrollment consultations by phone, video conference, and in person.
- Provide individualized campus tours and presentations for prospective families.
- Help families determine whether CMASAS is the right educational fit for their child.
- Answer inquiries regarding admissions, tuition, programs, scheduling, curriculum, and student support services.
- Collaborate closely with the Enrollment Team to ensure seamless communication and exceptional customer service.
- Support student onboarding by working with enrollment, onboarding, counseling, and academic teams to create a smooth transition for every new student.
CRM & Enrollment Pipeline Management
- Maintain accurate prospective family records within the CRM.
- Track inquiry activity, follow-up communications, and enrollment milestones.
- Monitor enrollment pipeline reports.
- Ensure timely follow-up with prospective families.
- Collaborate with Marketing regarding lead generation and campaign effectiveness.
TEFA/ESA Outreach & Support
- Serve as a knowledgeable resource regarding the Texas Education Freedom Account (TEFA) and other state ESA programs.
- Educate prospective families about TEFA/ESA eligibility and how scholarship funds may be used toward tuition.
- Assist families in navigating the TEFA/ESA process while coordinating with internal teams.
- Promote CMASAS throughout Texas as a TEFA-approved school.
Marketing & Community Outreach
- Represent CMASAS at community events, educational fairs, networking opportunities, and local organizations.
- Build relationships with homeschool groups, private school organizations, educational consultants, community leaders, and family organizations throughout Texas.
- Plan, coordinate, and attend monthly regional family gatherings and community events to strengthen engagement among current and prospective families.
- Support local marketing initiatives and statewide outreach efforts.
- Identify opportunities to increase CMASAS visibility throughout Texas.
Welcome & Student Experience
- Coordinate the preparation and shipment of welcome kits for all newly enrolled students.
- Ensure families receive timely information and resources during onboarding.
- Assist with family communications that reinforce CMASAS’s commitment to personalized education and exceptional service.
Community Relations
- Serve as CMASAS’s representative with the Midlothian Chamber of Commerce.
- Develop partnerships with local businesses, organizations, and community leaders.
- Attend networking events and represent CMASAS professionally throughout Texas.
Relationship Management
- Develop long-term relationships with prospective families from initial inquiry through enrollment.
- Maintain contact with families considering future enrollment.
- Re-engage inactive inquiries.
- Serve as a trusted educational advisor.
Qualifications
- Bachelor’s degree preferred or equivalent professional experience.
- Experience maintaining confidential student, educational, or administrative records preferred.
- Working knowledge of FERPA and student records confidentiality requirements preferred.
- Experience with student information systems (SIS), enrollment databases, CRM platforms, or records management software preferred.
- Exceptional attention to detail with the ability to maintain highly accurate records and documentation.
- Demonstrated ability to manage confidential information with professionalism, discretion, and integrity.
- Experience in admissions, enrollment, education, marketing, customer service, nonprofit, or relationship management.
- Excellent verbal and written communication skills.
- Strong presentation and public speaking abilities.
- Outstanding interpersonal and relationship-building skills.
- Exceptional organizational and time-management skills.
- Ability to manage multiple priorities independently.
- Comfortable speaking with families from diverse backgrounds.
- Proficiency with Microsoft Office, Google Workspace, CRM systems, and social media platforms.
- Willingness to travel throughout Texas for events, meetings, and outreach activities.
Desired Characteristics
The successful candidate is:
- Passionate about education and helping families.
- Warm, approachable, and relationship-oriented.
- A natural ambassador for the CMASAS mission.
- Organized and detail-oriented.
- Self-motivated and able to work independently.
- Collaborative and team-focused.
- Professional, positive, and solution-oriented.
- Comfortable working in a fast-paced, entrepreneurial environment.
- Enthusiastic about growing CMASAS throughout Texas.
Success Measures
Success in this position will be measured by:
- Enrollment growth throughout Texas.
- Outstanding prospective and new family experience.
- Student records maintained with a high degree of accuracy, completeness, and confidentiality.
- Timely processing of enrollment, withdrawal, transcript, and records requests.
- Compliance with FERPA, accreditation standards, and CMASAS records management policies.
- Successful completion of internal records audits with minimal corrections required.
- Accurate and timely maintenance of TEFA and other program documentation.
- High satisfaction from families regarding the enrollment and records process.
- Successful coordination of Texas regional events.
- Increased awareness of CMASAS across the state.
- Effective engagement within Texas social media communities.
- Strong partnerships with community organizations and the Midlothian Chamber of Commerce.
- Smooth onboarding and high family satisfaction.
- Positive contributions to fundraising and community engagement initiatives.
Career Growth Opportunity
As CMASAS continues to expand throughout Texas, this position offers opportunities for increased responsibility and advancement, including leadership in regional enrollment initiatives, community partnerships, marketing, and future Texas operations.
Pay: $18.00 - $22.00 per hour
Benefits:
- 401(k) 4% Match
- Employee discount
- Flexible spending account
- Paid time off
Application Question(s):
- How many years of experience do you have in admissions, enrollment counseling, or customer-facing advisory roles?
- This role requires managing a high volume of family inquiries during peak open enrollment periods. Do you have experience managing an enrollment pipeline or customer CRM?
Experience:
- Registrar & Enrollment related: 2 years (Required)
Work Location: In person
