Enrollment Management & Registrar Assistant / Front Desk Receptionist

Highlands School; Birmingham (AL); On-site; USD 25,000 - 29,000; Full time

Job summary

Highlands School is seeking a versatile Enrollment Management & Registrar Assistant / Front Desk Receptionist to act as the primary face of the school. You will manage prospective student records, coordinate admissions activities, and ensure FERPA-compliant documentation while supporting daily front desk operations.

The ideal candidate will balance database management with a welcoming, service-oriented approach and work closely with school leadership to advance enrollment and administrative

Qualifications

• Minimum of 2 years of administrative, registrar, or customer service experience (experience in an independent or private school environment strongly preferred).
• Proficiency in Google Workspace, Microsoft Office Suite (Word, Excel, PowerPoint), and Canva.
• Direct experience working with SIS, LMS, or enrollment CRM databases.
• Exceptional written and verbal communication skills marked by warmth and professionalism.
• Strong time-management and multi-tasking abilities with ability to remain focused amidst interruptions.
• High degree of discretion, maturity, and confidentiality regarding student records.
• Ability to work independently with minimal supervision as well as collaboratively within a team.

Responsibilities

• Manage the Enrollment Management database, ensuring accurate entry, maintenance, and tracking of prospective student records and materials.
• Serve as a primary point of contact for prospective families via phone, email, and in-person visits.
• Coordinate admissions logistics, including campus tours, shadow days, and screening appointments.
• Administer admissions screenings and conduct candidate assessments as needed.
• Assist with planning and executing recruitment events, including after-hours open houses and preview days.
• Maintain official student records and physical files in FERPA compliance.
• Oversee intake and re-enrollment processing and documentation handling.
• Process and track transcript requests, transfer records, and enrollment verification letters.
• Manage LMS/SIS user accounts and data permissions; archive records from previous schools.
• Maintain attendance records including absences and tardies.
• Greet visitors, manage phone system, support daily operations, and monitor front lobby safety.
• Dispense medications and provide low-level first aid for students as needed.
• Schedule school-wide initiatives like flu shots and picture day.
• Provide admin support to leadership and assist with event logistics.

Skills

Administrative experience

Customer service

Attention to detail

Communication skills

Time management

Education

High school diploma

Tools

Google Workspace

Microsoft Office

Canva

SIS/LMS/CRM systems

Job description

Highlands School is a vibrant leader in independent education in the Birmingham metropolitan region. Highlands School's whole-child focused academic program – guided by a comprehensive emphasis on physical, social-emotional, creative and intellectual development – educates and inspires students in preschool through 8th grade. Highlands School was founded in 1958 and holds dual accreditation with the Southern Association of Independent Schools (SAIS) and Cognia.

POSITION OVERVIEW

Highlands School seeks a versatile, detail-oriented, and welcoming professional to serve in a dual role as Enrollment Management & Registrar Assistant / School Front Desk Receptionist. As the primary face and voice of the school, this position plays a critical role in delivering exceptional customer service to current and prospective families while overseeing official student academic records, supporting admissions operations, and managing daily front desk functions.

The ideal candidate possesses a strong work ethic, exceptional organizational skills, and a warm, flexible demeanor capable of balancing structured database management and official record-keeping with the dynamic flow of a school front desk. This individual will actively advance the mission of Highlands School, support the leadership of the Head of School and Board of Trustees, and help fulfill strategic enrollment and administrative goals.

ENROLLMENT MANAGEMENT & REGISTRAR ASSISTANT

Admissions & Enrollment Responsibilities:

• Manage the Enrollment Management database, ensuring accurate entry, maintenance, and tracking of prospective student records and application materials.
• Serve as a primary point of contact for prospective families via phone, email, and in-person visits, delivering prompt, engaging, and hospitable communication.
• Coordinate admissions logistics, including scheduling campus tours, student shadow days, and applicant screening appointments.
• Administer student admissions screenings and conduct candidate assessments as needed.
• Assist with the planning and execution of recruitment events, including occasional after-hours open houses and preview days.
• Maintain official cumulative academic records and physical files for all enrolled students in compliance with privacy regulations (FERPA).
• Oversee student intake and re-enrollment processing, including the collection, distribution, and filing of required parent/student documentation, immunization records, and annual mailings.
• Process, fulfill, and track all official transcript requests, transfer records, and enrollment verification letters for incoming, current, and former students.
• Manage and troubleshoot user account permissions and student data within the school’s Learning Management System (LMS) and Student Information System (SIS).
• Request, receive, and archive academic records from students’ previous schools upon enrollment.
• Maintain all student attendance records, including scheduled absences and tardies.

FRONT DESK RECEPTIONIST

Responsibilities:

• Greet all campus visitors, parents, students, and vendors with warmth and professionalism, ensuring proper sign-in and security protocols are followed.
• Manage the main multi-line phone system, directing calls, answering general inquiries, and taking detailed messages.
• Support daily school operations, including managing carpool tag distribution, handling incoming/outgoing mail, maintaining inventory and cleanliness of the Health Room, and monitoring front lobby safety.
• Dispense medications and administer low-level first aid for students as needed.
• Schedule and organize school-wide initiatives, including the flu shot clinic and school picture day.
• Provide general administrative support to school leadership and collaborate with administrative staff on school-wide event logistics.
• Maintain a clean, organized, and welcoming reception area that reflects the standards and values of the school.

QUALIFICATIONS

• Experience: Minimum of 2 years of administrative, registrar, or customer service experience (experience in an independent or private school environment strongly preferred).
• Technical Skills:
• Proficiency in Google Workspace, Microsoft Office Suite (Word, Excel, PowerPoint), and Canva.
• Direct experience working with Student Information Systems (SIS), Learning Management Systems (LMS), or enrollment CRM databases.
• Interpersonal & Operational Skills:
• Exceptional written and verbal communication skills marked by personal warmth and professionalism.
• Strong time-management and multi-tasking abilities, with a proven capacity to remain focused amidst frequent daily interruptions.
• High degree of discretion, maturity, and strict adherence to confidentiality regarding student records.
• Ability to work independently with minimal supervision as well as collaboratively within a team.

Pay Range:

$18-$21 based on relevant work experience