Enrollment Coordinator at Saturday Academy

Title:                          Enrollment Coordinator

Status:                        Full time non-exempt

Hours:                        June – August (M-F: 8:30-5) and September – May (T-Sa: 8:30-5)

Salary:                        Range starts at $13/hour ($27,040 annually)

Background  

Founded in 1983 by educators Gail Whitney and Jackie Jackson, Saturday Academy has helped over 160,000 young people experience hands-on learning with community experts and professionals in a way that enriches young lives and develops a life-long curiosity and passion for learning. 

Now is an exciting and critical time in the growth of Saturday Academy. We have recently formed a partnership with the University of Portland to expand our programs and enhance our ability to change even more lives.

This position is currently located in downtown Portland, but will move, with the office, to the University of Portland campus in the fall.

The Position

The Enrollment Coordinator is responsible for assisting students, parents, instructors, and internal staff with all aspects of the enrollment process.  As the first point of contact for the public, this position acts as an information specialist and is responsible for answering questions concerning class content, availability, and enrollment policies.  The position works in all areas of enrollment, including getting applications, processing payments, entering students into the database, communicating with students and instructors about their classes, and maintaining files.  The position also assists with on site class starts and other support activities for classes held throughout the greater Portland area.

The successful candidate should enjoy helping people and have a commitment to education in addition to having excellent data entry proficiency, word processing and spreadsheet skills, and a good customer service manner.  Specific duties include:

• Acts as an information specialist and customer service representative for the classes programs, as well as helps direct phone or email inquiries about SA programs or activities.
• Downloads or receives hard copies of class registrations.
• Enters registrations into the database.
• Creates and mails notification letters.
• Keeps students and parents informed of any changes in class logistics.
• Notifies students and instructors of class cancellations.
• Maintains class enrollment files.
• Enters catalog requests into database and mails material requested in a timely manner.
• Tracks return and entry of feedback forms.
• Tracks vouchers and requests for additional tuition assistance.
• Checks and insures answers are sent to inquirers using the general email account.
• Prepares and delivers instructor packets.
• Participates in weekly operational meetings with the Director of Classes on all aspects regarding the status of classes.
• Assists in tracking and acquisition of classes supplies.
• Manages the use and return of instructor supply kits.
• Works closely with the weekend Campus Assistant.
• Creates memos and other correspondence.
• Assists with class starts as needed.
• Assists with catalog proofing and editing.
• Maintains map and direction files.
• Processes electronic payments and prepares check deposits.
• Attends and participates in SA staff meetings, events, and activities.
• Represents SA at outside events when needed.
• Assists other programs or departments as time permits.
• Since the organization is in the process of major changes in the next six months, specific duties of this position could evolve dramatically or be replaced with new duties.  Therefore, the trial service period of this position will not end until October 30, 2011.

Requirements:

• Good to excellent computer skills with experience in Access or other databases.
• Excellent organizational skills.
• Commitment to provide excellence in customer service to both internal and external contacts.
• Experience interacting with diverse groups of people.
• High level of oral and written communication skills.
• Demonstrated interest in non profit missions and a commitment to Saturday Academy.
• Access to a reliable vehicle for material delivery or class starts preferred.

To apply:

1. Send a resume and cover letter to Glenn Taylor, Operations Director, at email [email protected].  Please use the subject line “Saturday Academy Enrollment Coordinator”.  Confirmation of the receipt of your email will be sent to the email address you use to submit your application. 
2. In your cover letter, explain why you were compelled to apply for this position, and how your experience and talents fit the criteria shown above.
3. Review of applications will begin immediately and continue until the position is filled.  However, the final date for submission is 12:00 noon on Friday, May 13th, 2011.

For further information visit the website at:  www.saturdayacademy.org