Enrollment Specialist / Office Manager

The Enrollment Specialist / Office Manager is in charge of recruiting, selecting, and enrolling eligible families within their center-based location. He / She also creates, provides, and coordinates services and activities with families and communities that foster strength, healthy living, and overall well-being. The Enrollment Specialist / Office Manager is responsible for promoting the vision for quality early childhood services that anchor the organization.

Essential Skills :

1. Experienced with data entry, both through various software programs and familiarity with organizing paper files.

2. Keen attention to detail, with the patience required to follow tedious data entry procedures.

3. Tech-savvy, with proficiency in Microsoft Office (including Excel) and ability to navigate various enrollment software.

4. Team spirit, with a willingness to fulfill administrative directives that best serve a broader vision for program success.

5. Strong interpersonal skills, including the ability to build professional and collaborative relationships with colleagues and members of the community at large.

6. Patient and proactive, as best demonstrated through flexibility in day-to-day operations and the capacity to deliver formative and thoughtful feedback.

7. Robust communication skills—both verbal and written.

8. Self-motivated, with a strong sense of personal accountability.

MUST HAVE EXPERIENCE WITH : ENROLLMENT, PRO CARE AND CHILD PLUS

Essential Responsibilities (Includes but, is not limited) :

1. Work collaboratively with the Building Principal, Recruitment Manager, and Director of Enrollment to ensure that the greatest number of eligible children participate in the program as currently funded slots allow.

a. Identify and recruit eligible families and children, including children with disabilities and underserved populations.

b. Assist with the organization of marketing and / or recruitment activities, such as tabling events and / or center-based open houses—coordinating all necessary materials and scheduling, under the purview of the Building Principal.

c. Network and build a collaborative partnership with local community-based organizations, with the aim of building a base for student referrals for enrollment.

d. Canvas neighborhood to market center-based location for enrollment and engage within the community to help establish the center-based location within the nearby vicinity. Some examples include :

i. Create and hand out flyers

ii. Host community events

iii. Lead family tours

iv. Follow-up with interested families via phone and email

e. Prepare to spend extended periods of time outside of the facility in order to actively engage with prospective families and effectively network with local community hubs that are both trusted and frequented within the community.

f. Review weekly plans for community outreach with the Building Principal, regularly sharing all schedules for planned time outside of the center-based facility.

g. Stay informed on all enrollment regulations and requirements as they pertain to all relevant funding streams, including but not limited to HRA Vouchers, Office of Head Start (OHS) enrollment, DOE and UPK Classroom Enrollment and private tuition-based payments.

h. Successfully meet weekly enrollment goals, as established through collaboration with the Building Principal.

2. Maintain proper documentation of all pertinent child and family information in order to best prepare for enrollment and effective documentation of all subsequent service provisions.

a. Demonstrate a strong understanding of ChildPlus, ProCare, and CRM.

b. Maintain a comprehensive understanding of all necessary child documentation, as required by all applicable regulatory agencies and detailed within each service area’s child file checklist.

c. Enter and track all leads for enrollment into the CRM database.

d. Create initial child files within appropriate databases, including paper files.

e. Maintain daily communication with other center-based leadership.

f. Provide follow-up when a family has not fully committed to the completion of an enrollment application.

g. Provide appropriate follow-up when additional documentation or confirmation is needed from families. (e.g., child absence, application materials, the date for the tour, on-site interview)

3. Work diligently to facilitate active parent involvement, fostering a trusting and collaborative partnership with each family.

a. Acclimate families to the program according to the established orientation plan.

b. Organize and actively participate in Parent Committee Meetings.

c. Plan monthly Family Involvement Activities.

d. Help families identify and access needed resources. (e.g., health, social services, job training, etc.)

e. Provide support to families of children with disabilities.

4. Maximize community resources through collaborations.

a. Facilitate the delivery of services to children and families through collaboration with community partners.

b. Actively participate in community resource planning and related work to establish strong partnerships.

c. Network and maintain relationships amongst relevant service provides within the community.

5. Exhibit flexibility and teamwork in day-to-day operations and in providing needed services to families.

a. Actively participate in two-way communication among co-workers to ensure all staff members are informed of pertinent information, as it pertains to the center operations, enrollment updates, and classroom activities.

b. Provide resources to new and existing families. (e.g., recommendations for food banks or shelters)

c. Clocking children in and out of ProCare as needed.

d. Answering phones, scanning, filing, and emailing documents as needed.

e. Actively participate in and contribute to classroom coverage on an as needed basis.

f. Participate in activities designed to ensure program quality.

Essential Outcomes :

1. Continuous full enrollment

2. Maintaining an active waitlist for enrollment

3. Sustaining all funding streams, including Vouchers, Tuition Payments, and OHS enrollment

4. Establishing collaborative community relationships that increase overall enrollment within the center

The Enrollment Specialist / Office Manager is expected to perform any new or modified functions as delegated by his / her immediate supervisor, the Building Principal, or any other member of the leadership team.

Job Type : Full-time

Benefits :

• Health insurance
• Paid time off
• Vision insurance

Work Location : In person