Enrollment Coordinator

Description

The Enrollment Coordinator is responsible for overseeing the Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA) service area for the Early Childhood Program. This role ensures full enrollment of eligible families, accurate eligibility determination, and strict compliance with Head Start Performance Standards, Early Childhood Education (ECE) manuals, and ODJFS/ODE licensing regulations. The Enrollment Coordinator supervises enrollment activities, manages ERSEA data systems, supports recruitment efforts, and plays a critical role in ensuring program capacity and community access to services.
ERSEA Oversight and Enrollment Management

Estimated Effort: 65%

• Oversee ERSEA processes, including eligibility determination, recruitment, selection, enrollment, and attendance tracking.
• Ensure timely placement of eligible children and families into Early Childhood programs.
• Maintain and update enrollment rosters to reflect current program status and capacity.
• Enter and manage Early Childhood Education (ECE) children in the EAS system.
• Ensure accurate and timely data entry into ChildPlus and related ERSEA tracking systems.
• Complete all required ERSEA tracking, reporting, and documentation in compliance with Head Start Performance Standards.
• Organize and coordinate recruitment activities to support full enrollment across program options.
• Monitor enrollment trends and develop strategies to address under-enrollment or waitlist needs.

Child Care, Fees, and Licensing Compliance

Estimated Effort: 20%

• Adhere to ODJFS licensing rules, ECE manuals, and Head Start Performance Standards related to child care and enrollment.
• Monitor child care fees, billing arrangements, and subsidy coordination.
• Maintain and manage the child care waitlist.
• Monitor and manage TAP system data and CCIDS entries to ensure accuracy and compliance.
• Collaborate with child care staff and administration to resolve enrollment, billing, and eligibility issues.

Administrative Oversight and Staff Support

Estimated Effort: 10%

• Respond to enrollment-related calls and inquiries from families and community partners.
• Monitor ChildPlus data entry performed by enrollment and program staff to ensure accuracy and completeness.
• Maintain and update written ERSEA and enrollment procedures.
• Schedule and present staff training related to enrollment, re-enrollment, eligibility, and data entry requirements.
• Collaborate with HR, Family Services, and program leadership to support accurate enrollment records and compliance.

Program Support and Collaboration

Estimated Effort: 5%

• Encourage parent volunteerism and participation in parent involvement activities.
• Notify the Family Services Coordinator when families request or require additional services or resources.
• Participate in program planning, ongoing monitoring, and self-assessment activities.
• Ensure general maintenance of enrollment-related facilities, files, and supplies.
• Read, understand, and adhere to all CAC policies, procedures, ODJFS/ODE licensing rules, and Head Start Performance Standards.
• Maintain a professional, courteous demeanor with children, families, and coworkers while positively representing CAC and the Early Childhood Program.

Minimum Requirements

Education:
Associate's degree in Early Childhood, Human Services, Business, or a related field.

Job-Related Experience:
Experience working with at-risk children or families.

People Management Experience:
Supervisory experience or training preferred.

Licenses, Certifications, and Accreditations:
No specific certifications required.

Other Requirements:

• Completion of all ODJFS/ODE licensing requirements for staff files, including physical exam and/or T-8(V) exam, updated immunizations, three references, and BCI/FBI background checks
• Completion of a minimum of 15 hours of related training annually
• Signed Standards of Conduct Form
• Valid Ohio driver's license, reliable transportation, proof of insurance, and insurability under agency policy

Preferred Qualifications

• Bachelor's degree in Early Childhood, Human Services, Business, or a related field
• Prior experience with intake and eligibility determination
• Experience working in a Head Start or Early Childhood Education program
• Demonstrated experience with ERSEA processes and enrollment systems

Working Conditions

This position operates primarily in a well-lighted office environment. Duties require the ability to lift up to 40 pounds and stoop or bend to interact with children at their level. Occasional local and regional travel and occasional overnight stays are required for professional development. The position may require occasional home visits and classroom support. Work involves managing multiple, sometimes competing priorities and may involve moderate levels of stress.