WHAT DOES AN ENROLLMENT DO?

Published: Jun 03, 2025 - The Enrollment Professional manages the complete student enrollment process, from initial inquiry through final registration. This role demands effective communication, organizational skills, and collaboration with academic and administrative departments to ensure a smooth onboarding experience. The individual maintains accurate records and upholds institutional policies to support enrollment goals and student success.

A Review of Professional Skills and Functions for Enrollment

1. Enrollment Analyst Duties

  • Data Processing: Processes enrollment data for membership with accuracy
  • Eligibility Research: Researching membership eligibility through contract review and benefit criteria requirements
  • EDI Analysis: Analyzes data on Electronic Data Interchange (EDI) files by converting files through EDI Power Reader or Map Force into Excel, and running macros to identify which members require updates and ensure eligibility reconciliation
  • Discrepancy Resolution: Completes EDI reviews, identifies discrepancies and researches processing solutions
  • Report Generation: Generates Cognos reports and recommends updates for additional Cognos reporting through the Business Analytics team to increase department efficiencies
  • Activity Reporting: Generates enrollment activity reports for both internal and external customers
  • Error Analysis: Analyzes error reports and trends from 834 files against delegated entity membership
  • Eligibility Oversight: Provides FDR Eligibility oversight of delegated entities for EDI review through the conversion of 834 files into a readable format
  • Issue Resolution: Communicates with the Executive Office of Health and Human Services (EOHHS), Department of Children, Youth and Family Services (DCYF), Health Source RI (HSR) and HP daily to resolve enrollment issues
  • Benefit Coordination: Handles all functions related to Benefit Coordination, Outreach, Reporting and member disenrollment while identifying process improvement and workflow efficiencies
  • Quality Auditing: Perform quality audits for enrollment changes to maintain data integrity
  • Staff Training: Train new staff members and non-enrollment staff
  • Compliance Adherence: Responsible for complying with Neighborhood’s Corporate Compliance Program, Standards of Business Conduct, applicable contracts, laws, rules and regulations, policies and procedures as they apply to individual job duties, the department, and the Company
  • Ethics Monitoring: Prevent, detect and report unlawful and/or unethical conduct by co-workers, professional affiliates, and/or agents

2. Enrollment Associate Details

  • Document Review: Review and approve forms and uploaded documents, including the flight itinerary, photo, and passport copy
  • Arrival Coordination: Follow up with the Program Manager for students not arriving on the designated arrival day and time
  • Transcript Management: Upload official electronic transcripts received and adjust the student's GPA and language level if applicable
  • Course Updating: Update courses, classes, and dates on the ISA website
  • Survey Management: Prepare and email surveys to students per site and term for pre-departure, mid-point, and end-of-program evaluations
  • Data Reporting: Pull the data and averages and share completed evaluations for the Program Manager to review and add commentary
  • Insurance Processing: Order insurance, copying the Program Manager, for all students at designated sites
  • Text Communication: Responsible for sending texts to students, via the texting platform, on completing their application, forms and payment deadline, scholarship deadline, etc.
  • Syllabus Translation: Translate any Spanish course syllabi into English
  • Task Completion: Respond to correspondence and complete tasks from TEAN Program Managers and colleagues promptly
  • Program Session Creation: Create individual program sessions on a cyclical basis for upcoming programs in a content management system
  • Content Updating: Adjust prices, dates, and deadlines in a content management system
  • Session Management: Add and remove sessions on the website interface and the content management system
  • Advisor Update: Updating new or changed program details in an external Advisor-facing Excel
  • File Uploading: Upload Advisor-facing Excel to the website interface weekly
  • Directory Maintenance: Update and keep current Academic Directories (Terra Dotta, Abroad Office, Via TRM, Horizons)
  • Financial Support: Provide support for financial aid and scholarship documents
  • Internship Review: Help approve applications and forms for Internship programs

3. Enrollment Coordinator Responsibilities

  • Call Management: Manage parent inquiry calls for the center—calls would be retrieved from a central voicemail box
  • Parent Communication: Address all parents' questions regarding the center and the enrollment process
  • Tour Scheduling: Close call by scheduling a tour or registering the family for the waitlist
  • Waitlist Coordination: Work with the Atlanta, GA center to create and manage a wait pool system
  • Family Outreach: Utilize the wait list to contact families and alert them to openings at existing or new centers in their area
  • Event Communication: Use the wait list to distribute information regarding marketing events
  • List Maintenance: Update the list to ensure all families on the wait list are "real" enrollments
  • Packet Creation: Create center-specific parent inquiry packets and mail them to inquiring families
  • Inquiry Tracking: Manage and track all inquiry data for the participant center location
  • IMS Maintenance: Maintain and routinely update all center IMS programs
  • Customer Service: Provide exceptional customer service to all center families, resulting in consistent branding of Bright Horizons' name across the region
  • Leadership Reporting: Provide regular updates to the Executive Director and the Regional Manager
  • Health Compliance: Ensure compliance with enhanced health and safety protocols and keep yourself and others safe and free from illness

4. Enrollment Manager Job Summary

  • Issue Resolution: Solve and analyze unique issues related to billable provider enrollment within and out of state, provider-payer attestations, and rules
  • Provider Enrollment: Responsible for the process of timely enrolling and maintaining billable providers' enrollments for Embry Health’s providers under the commercial, federal, and state payors
  • Workflow Design: Design and maintain workflows to ensure that all new hires are enrolled with government plans and any other payor for all contracted states
  • Team Leadership: Provide a clear direction for staff by establishing goals, objectives, policies, procedures, performance improvement programs, and action plans
  • Performance Monitoring: Monitor and drive improvements in provider enrollment functions
  • Staff Management: Perform all hiring, training, coaching, auditing, and evaluations of staff
  • Credentialing Management: Manage the process to ensure the timely submission of credentialing documentation for each provider
  • Contract Submission: Ensure the timely submission and follow-up of contracts and documentation with the payers
  • Billing Readiness: Ensure that each provider is billing-ready upon the commencement of their employment
  • Quality Oversight: Provides oversight for quality and productivity metrics directly related to provider enrollment functions and capabilities
  • Workflow Analysis: Analyzes workflows, organizational structure, staffing assignments or other factors to ensure optimal performance
  • System Accuracy: Ensure all systems and databases are current, with the most accurate provider and payor requirements according to third-party payers
  • Data Confidentiality: Maintain confidentiality of all Protected Healthcare Information as defined by HIPAA
  • Database Oversight: Oversee the maintenance and updating of Provider Enrollment Databases
  • Regulatory Compliance: Ensure compliance with state and federal regulations, policies and procedures

5. Enrollment Manager Accountabilities

  • Lead Management: Build and manage an active pipeline of leads
  • Student Communication: Communicate with prospective students via call campaigns, emails and text messages regarding partner programs
  • Consultative Advising: Advise prospective students using a consultative approach to guide them through the admissions process and help them determine if a program is a fit for their needs
  • Interaction Tracking: Effectively follow departmental lead management guidelines and database tools for all leads to efficiently track each interaction and the progress of prospective students
  • Performance Metrics: Achieve efficiency metrics about Speed-to-Lead, Call Volume, Talk Time, First-Time Contacts, and New Applications
  • Enrollment Targeting: Achieve enrollment targets assigned per program
  • Marketing Feedback: Effectively communicate industry trends, quality of leads and program updates to the marketing team
  • Team Collaboration: Actively participate in weekly meetings to discuss performance data, prospective applicant concerns and creative suggestions to enhance team performance
  • Regulation Knowledge: Maintain a general working knowledge of the Federal Family Educational Rights and Privacy Act (FERPA) and its relevance to recruitment practices
  • Call Handling: Make outbound and receive inbound phone calls and send text messages and emails
  • Admissions Expertise: Remain current on all aspects of the admissions process, academic offerings, and financial aid opportunities of the partners
  • Goal Achievement: Work under stress and achieve daily, weekly, and yearly goals
  • Schedule Flexibility: Work a flexible schedule, weekends, evenings to accommodate student, departmental and company needs

6. Enrollment Services Functions

  • Data Entry: Enter and verify information associated with prospective student applications for admission
  • Mail Processing: Participate in processing associated with mass mailings
  • Mail Handling: Open, sort and deliver incoming mail
  • Student Support: Respond to inquiries from prospective students regarding the application process
  • Front Desk Assistance: Serve as back-up to the office front desk and telephone staff

7. Enrollment Specialist Job Description

  • Student Outreach: Proactively contact and follow up with students in the inquiry to application and application to enrollee funnel by phone and email to guide students through the onboarding process
  • Appointment Scheduling: Continued and multiple student contacts including setting appointments with students to ensure they are progressing through the inquiry to application and application to enrollment funnel
  • Cross-Department Coordination: Collaborate and coordinate with departments across the college including Admission and Records, Recruiting, Financial Aid, Business Office, Testing, Advising, and academic departments
  • Enrollment Goal Management: Responsible for meeting enrollment goals set by college leadership
  • Multimodal Assistance: Assist students in different modalities including but not limited to phone, email, virtual platform and face-to-face
  • Process Improvement: Identifies and anticipates issues of efficiency and accuracy in the enrollment process and develops possible solutions
  • Independent Work: Works independently with minimum supervision, gaining the necessary knowledge of St. Petersburg College and the technologies utilized by the school
  • Team Participation: Attend team meetings, trainings, and provide regular reports to the supervisor
Relevant Information
What Does An Enrollment Specialist Do?