Enrollment Specialist

Enrollment Specialist

The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.

Key Responsibilities:

• Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion, providing guidance, resources, and support with enrollment paperwork, childcare needs, and documentation requirements
• Conduct onsite enrollment activities at assigned centers, including meeting with families, collecting documentation, and assisting with completion of enrollment and eligibility forms
• Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation, applying program regulations and agency procedures, and ensuring files support eligibility, need, and fee determinations
• Maintain and utilize waiting lists in accordance with enrollment priorities, Catalyst policies, and regulatory requirements, ensuring documentation supports compliance
• Process enrollments, recertifications, family status changes, and related data entry in a timely manner to maintain accurate records, continued eligibility, and compliance with program requirements
• Maintain complete, current, and audit-ready family and child files, complete required data entry and reporting, and support internal and external audits in alignment with state deadlines, audit schedules, and Catalyst policies
• Ensure accurate program selection, schedules, tuition entries, and special fee assessments to support correct family billing and enrollment records
• Support tuition-related processes by preparing Notices of Action for approvals, changes, denials, and terminations; processing payment-related documentation; assisting with returned checks, payment plans, refunds, and collections activity; and responding to questions regarding payment status and documentation requirements
• Collaborate with center leadership, site staff, accounting, compliance, and program leadership to support coordinated enrollment efforts, accurate billing and enrollment records, and regulatory alignment
• Represent the organization and support enrollment outreach, including mass-enrollment and family-facing events, as assigned
• Work independently across multiple assigned locations, prioritize a shifting and deadline-driven workload, and escalate complex eligibility determinations, compliance concerns, or family issues appropriately
• Perform other duties that are reasonably related to the position's key responsibilities and are consistent with the employee's job classification, skills, and training

Required Qualifications:

• High School Diploma or GED equivalent
• 3-5 years' experience in customer service, data entry, or administrative functions
• Proficiency with MS Office (i.e. Word, Excel, Access) or related databases
• Competence with PC and keyboarding skills

Preferred Qualifications:

• Associate's degree in Business or related field
• Experience working with subsidized childcare programs or public funding sources
• Bilingual in English/Spanish

Key Competencies:

• Ability to interpret program regulations and review documentation for completeness, accuracy, and compliance in determining family eligibility, need, and fees
• Strong communication, customer service, and interpersonal skills, with the ability to support families and collaborate effectively with internal teams
• Strong organizational, time management, and follow-up skills, with the ability to prioritize shifting work across multiple locations in a deadline-driven environment
• Ability to maintain accuracy and attention to detail in data entry, file maintenance, billing support, and audit-related documentation
• Ability to work independently, demonstrate initiative, exercise sound judgment, and escalate issues appropriately after training
• Ability to maintain confidentiality of family, child, and financial information

Working Conditions:

• Generally pleasant working conditions
• Less than 50% of daily assignments involve prolonged physical effort
• Approximately 75% of work time is spent onsite at assigned child care centers where children are present, with noise, activity, and interruptions typical of early childhood environments
• Must be able to transport enrollment documentation and materials between offices and centers as needed to support enrollment operations and compliance activities
• Travel: Up to 75% (regionally)

Shift Type: Full Time Schedule: Monday – Friday, 8-hour shift between the hours of 8am - 6pm

What We Offer:

• Medical, Dental, and Vision Benefits
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Personal Health Advocate
• Paid vacation, sick time, and holidays
• Commuter pre-tax benefit
• Discounted childcare
• Access to the Calm app
• Tickets at Work employee discounts

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.