School Based Enrollment Coordinator

004 K12 Virtual Schools LLC; Kentucky; Hybrid; USD 36,000 - 48,000; Full time

Job summary

Ohio Virtual Academy OHVA, part of 004 K12 Virtual Schools LLC, seeks a School Based Enrollment Coordinator to manage student records and support enrollment activities in a virtual setting. The role emphasizes timely processing, accuracy, and confidentiality.

The ideal candidate will handle requests in the records submission system, verify information, and coordinate with families, districts, and school staff. Some travel may be required; remote work is supported.

Qualifications

• High school diploma or equivalent required.
• Experience handling confidential information with accuracy.
• Strong organizational and communication abilities.

Responsibilities

• Monitor and manage incoming student records requests.
• Review requests for completeness and accuracy.
• Process records within established timelines.
• Prepare, maintain, retrieve, and distribute records per FERPA.
• Maintain documentation and tracking of requests.
• Respond professionally to families, districts, and staff.
• Verify authorization and eligibility for requests.
• Support enrollment, withdrawal, and transfer processes.
• Scan, index, upload, and organize documents.
• Perform quality checks for accuracy and completeness.
• Escalate complex issues to leadership.
• Maintain confidentiality and security of information.
• Assist with retention, archiving, and destruction procedures.
• Generate reports and provide status updates.
• Participate in training and process improvements.

Skills

Attention to detail

Organizational skills

Communication skills

Customer service orientation

Independent work

Confidentiality and judgment

Education

High school diploma or equivalent

Tools

Microsoft Office (Outlook, Excel, Word)

Job description

Job Description The School Based Enrollment Coordinator is responsible for receiving, reviewing, processing, and maintaining student records requests through the school's records submission system. This position ensures timely, accurate, and confidential handling of student records in compliance with state and federal regulations, school policies, and established service standards. The Records Clerk works collaboratively with school staff, families, districts, and external agencies to support student enrollment, withdrawals, transfers, and records management activities.

Certificates and Licenses: None required

Residency Requirement: Ohio resident preferred Will consider applicants from a surrounding state to Ohio within one hundred miles from the Ohio border. Border states include Michigan, Pennsylvania, West Virginia, Kentucky, and Indiana. Applicants must be able to meet travel requirements and be willing and able to obtain Ohio Certification.

K12, a Stride Company, believes in Education for ANYONE. We provide families an online option for a high-quality, personalized education experience. Students can thrive, find their passion, and learn in an environment that encourages discovery at their own pace. In support of this, we are committed to creating and maintaining a culture of inclusion and diversity where our employees are passionate about serving students and families, treat one another and customers with respect, challenge each other to innovate and always strive to do better.

Passionate Educators are needed at Ohio Virtual Academy (OHVA). We want you to be a part of our talented team! The Advisor is the key coordinator and drives the activities of the student and family support team. The mission of Ohio Virtual Academy (OHVA) is to provide an exemplary individualized and engaging educational experience for students by incorporating school and community/family partnerships coupled with a rigorous curriculum along with a data-driven and student-centered instructional model. Student success will be measured by valid and reliable assessment data, parent and student satisfaction, and continued institutional growth within the academic community.

Essential Duties and Responsibilities

• Monitor and manage incoming requests within the student records submission system.
• Review requests for completeness and accuracy and obtain additional information when needed.
• Process student records requests within established timelines and service-level expectations.
• Prepare, maintain, retrieve, and distribute student records in accordance with FERPA and other applicable regulations.
• Maintain accurate documentation and tracking of all records requests and actions taken.
• Respond professionally and courteously to inquiries from families, districts, school staff, and outside agencies.
• Verify authorization and eligibility of individuals or organizations requesting student information.
• Support enrollment, withdrawal, and transfer processes by coordinating the exchange of student records.
• Scan, index, upload, and organize electronic student documents within designated systems.
• Perform quality assurance checks to ensure the accuracy and completeness of student records.
• Escalate complex records issues or compliance concerns to appropriate leadership.
• Maintain confidentiality and security of student information at all times.
• Assist with records retention, archiving, and destruction procedures in accordance with established policies.
• Generate reports and provide status updates regarding records requests as needed.
• Participate in training and continuous improvement efforts related to records management processes.

Qualifications Required

• Education: High school diploma or equivalent required.
• Experience: Minimum of one (1) year of administrative, clerical, records management, or customer service experience.
• Experience working with confidential information and maintaining data accuracy.
• Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.

Preferred Qualifications

• Experience in K-12 education, student records, enrollment, or school administration.
• Knowledge of student information systems and electronic document management systems.
• Familiarity with FERPA and student records regulations.

Knowledge, Skills, and Abilities

• Strong attention to detail and organizational skills.
• Ability to manage multiple requests and competing priorities in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong customer service orientation and professionalism.
• Ability to work independently while meeting deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Proficiency with database systems, online submission platforms, and document management tools.
• Ability to accurately review, process, and maintain records with minimal supervision.

Working Conditions

Remote work environment. Ability to maintain consistent attendance and productivity during normal business hours. Occasional participation in virtual meetings and training sessions. This position is virtual with some required travel for professional development and for testing. Ability to maintain a professional home office without distraction during workday, typically 9-5 (or 8-4) or as defined by the school. The noise level in the home office is usually moderate (computers, printers, light foot traffic, household appliances, and household distractions). The noise level at meeting locations throughout the state is typically moderate and should not vary much from what is experienced in the home office.

Performance Expectations

• Timely processing of records requests.
• Accuracy and completeness of student records.
• Compliance with FERPA and school policies.
• Positive customer service interactions with families, districts, and staff.
• Effective management of workload and adherence to established deadlines.

SUPERVISORY RESPONSIBILITES

This position has no formal supervisory responsibilities.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This position is virtual with some required travel for professional development and for testing. Ability to work independently, typically 40+ hours per week is required. Ability to maintain a professional home office without distraction during workday, typically 9-5 (or 8-4) or as defined by the school. The noise level in the home office is usually moderate (computers, printers, light foot traffic, household appliances, and household distractions). The noise level at meeting locations throughout the state is typically moderate and should not vary much from what is experienced in the home office.

Job Type Regular

The above job is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor. All employment is “at-will” as governed by the law of the state where the employee works. It is further understood that the “at-will” nature of employment is one aspect of employment that cannot be changed except in writing and signed by an authorized officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

Stride, Inc. is an equal opportunity employer. Applicants receive consideration for employment based on merit without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status, or any other basis prohibited by federal, state, or local law. Stride, Inc. complies with all legally required affirmative action obligations. Applicants will not be discriminated against because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

For more than 20 years, Stride, Inc. has transformed the teaching and learning experience for millions of people by providing innovative, high-quality, tech-enabled education solutions, curriculum, and programs. Stride serves learners of all ages in all 50 states and more than 100 countries. At Stride, learning is essential. It is the foundation of the human experience and we are proud of our commitment to powering learning, no matter what stage of life you are in. For more than 20 years, we’ve worked to challenge the idea of one-size-fits-all education and provide personalized, online, lifelong learning at every step of the journey. Above all else, we believe in serving the communities we live in and creating space for all voices therein.