Early Learning Enrollment and Eligibility Manager

Job Description

Job Description

Description:

ABOUT US  

Peninsula Family Service (PFS) is a nonprofit organization that provides children, families, and older adults with the support and tools they need to realize their full potential. As one of the largest providers of infant, toddler, and preschool programs in the region, PFS also delivers services in financial empowerment, employment, and older adult support — ensuring that people at every stage of life have access to opportunities to thrive. Established in 1950, PFS has been a trusted community partner for over 75 years, dedicated to fostering stability, resilience, and well-being for the individuals and families it serves. 

At PFS, our values guide how we serve our community and work together as a team. We expect every team member to demonstrate Ownership, Proactive Engagement, and a commitment to Continuous Learning and Adaptability. These values are grounded in a shared dedication to community, service, and collaborative teamwork. 

JOB SUMMARY  

The Enrollment and Eligibility Manager owns enrollment and is responsible for maintaining a minimum of 92% enrollment across 10 sites. They will be responsible for understanding the terms and conditions around enrollment and revenue of our Early Learning contracts. They will be the primary point of ownership for enrollment and eligibility data across all Early Learning sites funded by Early Head Start, the California State Preschool Program, and the California General Child Care and Development Program. They are responsible for family outreach, eligibility determination, enrollment accuracy, and updated databases for weekly enrollment reporting.

As well as, partner with the Marketing Communications team to develop and implement enrollment marketing campaigns, community outreach strategies, digital and print recruitment materials, and targeted enrollment initiatives designed to increase inquiries, applications, and enrollments. 

REPORT TO: Chief Operating Officer
JOB CLASSIFICATION: Exempt, Full Time
DIRECT REPORTS: Enrollment and Eligibility Coordinators

ESSENTIAL DUTIES AND RESPONSIBILITIES  

Enrollment and Eligibility   

• Comprehension of Early Head Start (Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA)), the California State Preschool Program, and the California General Child Care and Development Program (Title 5) enrollment and eligibility contract terms.  
• Ensure minimum of 92% enrollment and pipeline to fill vacancies immediately 
• Support team to determine and verify family eligibility, certified schedules, and full-time or part-time status in accordance with each funding source's requirements. 
• Maintain accurate, current enrollment records in the organization's enrollment management system for every site. 
• Monitor capacity, vacancies, and waitlists across all sites and maintain an up-to-date applicant pipeline. 
• Communicate emerging vacancies or enrollment declines to leadership immediately 

Contract and Funding Compliance  

• Apply eligibility rules correctly and consistently in accordance with California General Child Care and Development Program, California State Preschool Program requirements and Early Head Start. 
• Compliance with enrollment and eligibility-related funder deadlines 
• Reconcile enrollment data and resolve discrepancies before they affect reimbursement. 
• Prepare documentation and records for funding audits, monitoring visits, and corrective action requests. 
• Enrollment Growth and Outreach Coordination  
• Hold site tours for interested families 
• Convert interested applicants into completed enrollments and coordinate with site leadership to fill vacancies. 
• Hold recruitment events and community outreach to build the applicant pipeline. 
• Support new site openings by engaging local community to ensure pipeline of students. 

Team Leadership and Supervision  

• Supervise, mentor, and support the Enrollment and Eligibility Coordinator team. 
• Provide coaching, training, and performance support to ensure consistent, high-quality programs. 
• Hold team accountable for their job descriptions 
• Support hiring, onboarding, and professional development of coordinators. 

Systems and Data Integrity  

• Maintain and troubleshoot the enrollment management system, including user access, data entry standards, and periodic audits for accuracy. 
• Train site staff on correct enrollment and eligibility data entry practices. 
• Recommend process improvements to reduce reporting errors and discrepancies. 

QUALIFICATIONS  

Education/Experience  

• Bachelor's degree in Early Childhood Education, Child Development, Business Administration, Human Services, or a related field, or equivalent professional experience. 
• 3 or more years of experience in enrollment management, eligibility determination, or contract compliance within a publicly funded early learning, childcare, or human services program. 
• Demonstrated knowledge of Early Head Start, California State Preschool Program, and California General Child Care and Development Program enrollment, eligibility and reporting requirements. 
• Experience with enrollment management or student information systems, and proficiency with spreadsheet and reporting tools. 
• Strong understanding of funding-based reimbursement rules, including certified-schedule and full-time/part-time determinations. 

Special Requirements  

• Submit and maintain a clear Criminal Background Check and Fingerprinting. 
• Submit and maintain evidence of a current negative Tuberculin test and health report prior to hire. 
• Ability to communicate effectively in English, both verbally and in writing, with staff, families, partners, and leadership. 
• Verification to legally work in the United States, updated as required. 
• Regular travel between program sites required. 

Preferred Skills  

• Master's degree in a related field. 
• Experience with Power BI or similar data-dashboard tools. 
• Prior experience supporting California Department of Education monitoring or audits. 
• Bilingual in English and Spanish or other languages relevant to the community. 

Key Skills & Competencies  

• Highly detail-oriented with strong data accuracy habits. 
• Ability to translate complex contract and funding rules into clear, consistent practice. 
• Strong organizational and time-management skills to meet weekly and monthly deadlines. 
• Comfortable communicating enrollment status and risks clearly to senior leadership. 
• Collaborative approach to working with Finance, Compliance, and site teams.