Admissions & Enrollment Coordinator (Early Care & Education)

Job Description

Job Description:\n\nUnder the supervision of the Admissions & Enrollment Manager, the Admissions & Enrollment Coordinator is responsible for coordinating the daily operations of the Admissions & Enrollment Department and ensuring the accurate implementation of Eligibility, Recruitment, Selection, Enrollment and Attendance (ERSEA) requirements for all funded programs, including Head Start (HS), Early Head Start (EHS), California State Preschool Program (CSPP), California General Child Care (CCTR), ELFA Tuition Credit, and mixed income services. The coordinator serves as the operational lead for enrollment activities, ensuring compliance with federal, state, county, and agency regulations, maintaining audit-ready child files, coordinating enrollment processes across all campuses, providing technical assistance and training Family Services Specialists and Admissions staff, and supporting contract compliance through monitoring, reporting, and quality assurance. The position works closely with Campus Supervisors, Family Services Specialists, Admissions staff, Health Services, Disabilities, Fiscal, Data, and Education departments to ensure timely enrollment, accurate eligibility determination, and continuous funded enrollment. ESSENTIAL FUNCTIONS / RESPONSIBILITIES Mentor/Training/Technical Assistance Provides assistance, training and technical assistance to Admissions staff, Family Support Specialists and Campus Supervisors to ensure compliance with Head Start/Early Head Start Performance Standards, CSPP, CCTR, ELFA Tuition Credit, mixed income services, and all applicable enrollment regulations.Serves as the department Lead Trainer for enrollment procedures, Child Plus, CDMIS, HS/EHS, CDE/CDSS eligibility determination, enrollment documentation, family file requirements, and agency enrollment policies.Coordinates as needed, communication of enrollment policy updates, procedural changes, and contract requirements to campus teams.Provides ongoing coaching regarding eligibility determination, enrollment documentation, attendance requirements, and contract compliance.Assists with onboarding and training new Admissions and Family Support Specialists. Eligibility, Recruitment, Selection, Enrollment, Attendance (ERSEA) OperationalMaintains confidentiality of personnel, child and family records.Maintains expert knowledge and ensures that the selection and enrollment of children and families is based on all contract eligibility requirements HS, EHS, CSPP, CCTR, ELFA Tuition Credit, and mixed income services.Expected to understand, interpret and explain Federal, State, and City regulations regarding eligibility criteria and enrollment, and ERSEA (Eligibility, Recruitment, Selection, Enrollment and Attendance), Head Start/Early Head Start Performance Standards and program policies and procedures.Maintains a system to ensure that the funded enrollment and waitlist levels are continuously monitored and maintained in the assigned campuses of the program. This includes tracking and processing children’s enrollment records across each database, including Child Plus, CDE, DEC and any other required systems.Ensure 100% accuracy and ERSEA compliance; responsible for completing required eligibility verification of completed preschool intake applications from designated Admissions staff, within the first week, or sooner when needed, prior to the application being officially placed on the waitlist and/or accepted.As needed, conducts screenings and intake interviews with families to verify age, income, residency and eligibility priorities (families experiencing homelessness, foster care and public assistance) in accordance with Head Start/Early Head Start federal guidelines, CDE and CDSS eligibility and all other contract requirements.Ensures that no more than 10 percent come from families that exceed the low-income guidelines (over 130%), and that at least 10 percent of those served are children with disabilities within the assigned campuses service area; and no more than 35 percent of families exceed the low-income guidelines (between 100-130%).Conducts Infant, Toddler and Preschool enrollments for all contracts as needed, Head Start, Early Head Start, CSPP, CCTR, ELFA Tuition Credit and mixed income services.Coordinates verification and processing of all children’s files across programs options; ensuring all required enrollment documentation is completed and verified before the child's first day of attendance.Coordinates children’s files-health records processing with Health/Nutrition department to ensure required health documentation is received prior to enrollment.Coordinates special enrollment situations and classroom placements with Campus Supervisors, Education, Health and Disabilities departments, in conjunction with Admissions Enrollment Manager.Assists with maintaining contract compliance for all funded enrollments.As needed, participates in agency-sponsored community resource fairs, recruitment events, canvassing, mailings, presentations, interviews, and other community outreach activities; follows up on new family inquiries; and, when needed, speaks before neighborhood groups to establish communication and rapport between the community and the agency and to promote available program services.Provides input in developing the annual ERSEA Recruitment Plan and Calendar of Activities, including updates. Ensuring that recruitment involves those families that are most in need of Head Start/Early Head Start services, including previously underserved populations in the assigned service area. Also works closely with the family services team in planning recruitment efforts. AdministrativeLeads in collecting and processing all children’s files/records in Child Plus across program options.Monitors required 30-Day Follow-up enrollment vacancies and assist campuses in maintaining full enrollment.Lead Attendance reporting with Data and Accounting team in conjunction with designated Admissions staff. Including monitoring required 3-day attendance follow-up procedures with campuses.Tracks and monitors monthly CDE and CDSS Eligibility Tracking sheets.Monitors data in the Program Information Report (PIR)-ERSEA.Leads in entering with accuracy individual child’s data in Child Plus, section on CDE 801-A and generating, completing with accuracy the CDE 801-A Report, by the 5th of the month. Including 801-B when needed by funders.Leads in entering with accuracy individual child’s data in the CDE/CDSS CDMIS database for monthly CDMIS enrollment report and submits it to the Admissions & Enrollment Manager for review and approval by the 14th of each month prior to submitting the final report before the 20th day of each month.Generates monthly family enrollment (turn over, over income and eligibility categories) reporting at the end of the month and submits it to the Admission and Enrollment Manager before the 3rd day of each monthGenerates the monthly Family Fee Report and submits it to the Admissions and Enrollment Manager for review and approval by the 3rd of each month. Upon approval, forward the report to the Fiscal Department before the 5th day of each month.Generates and coordinates the monthly attendance report in collaboration with the Data and Fiscal Departments and submits it to the Admissions & Enrollment Manager for review and approval prior to the final submission by the 5th day of each month.Assists the Admissions and Enrollment Manager in providing quarterly ERSEA monitoring, follow-up, technical assistance, and corrective action plans.Assists in developing department goals, objectives and special projects.Assists in developing and updating enrollment systems, procedures and forms.Participate in department meetings, management meetings, in-service training and committees.Maintains accurate enrollment records and reports utilizing Child Plus, CDMIS and other required databases.As needed, supports enrollment data analysis and reporting for agency planning purposes. Customer ServiceProvide exceptional customer service.Always represent the Company in a professional manner. SafetyMaintain personal safety, use personal protection equipment (PPE) and follow Company policies.Report all and any safety issues, accidents or injuries to your manager as a matter of priority. Effective Team MemberAbility to interact positively with team members.Ability to facilitate positive change.Ability to accurately examine high volumes of documentation daily, in a timely manner required. Ability to work in a fast-paced office environment.Partner with supervisor when necessary to address department issues or concerns. POSITION QUALIFICATION REQUIREMENTS Education: Bachelor's Degree (BA/BS) in accounting, business, social science, human services, or a related field. Experience: Required 3+ years’ experience or equivalent combination of education and experience. 3 to 5 years’ experience working in an administrative/quality assurance role in a publicly funded program (city/state/federal) that serves low-income children, youth, and/or families. Including administration or other direct service experience determining eligibility.Experience using sophisticated data platforms/systems at the city, state and/or federal level. Strongly preferred; Child Plus, CDMIS, Microsoft Office and Excell. Requirements:Position requires in-person office location and set hours.Current Physical Health Screening (every 2 years thereafter)Fingerprinting Clearance (DOJ)Clearance Child Abuse IndexTuberculosis Test/ ClearanceCurrent CPR & First Aid Certificate (every 2 years thereafter)Valid State of California Driver’s License (current auto insurance and a clean driving record.) Language(s): Bilingual Fluency English/Spanish preferred Skills and Abilities: Interpersonal Skills – focuses on solving conflict, not blaming; maintains confidentiality, with the ability to maintain healthy and professional relationship with families, co-workers and supervisors.Oral Communication – Speak clearly and persuasively in positive or negative situations; listens and gets clarifications; responds well to questions; demonstrates group presentation skills; participates in meetings.Written Communication – Writes clearly and informatively; edits work for spelling and grammar; Varies Writing style to meet needs; presents numerical data effectively; able to read and interpret written information.Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others’ views; provides and welcomes feedback; contributes to building a positive team spirit; places success of team above own interests; able to build morale and group commitments to goals and objectives; and supports everyone’s efforts to succeed.Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.Quality – Demonstrates accuracy and thoroughness; loos for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.Dependability – Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternate plan.Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed. Software: Proficiency in Microsoft Office applications: Outlook, Word, Excel, PowerPoint, and Internet Explorer. An individual should have knowledge of Child plus. Tools and Equipment: General office equipment, fax, copier, printer, phone, and computer. Confidential and Sensitive Information: Maintain the highest level of confidentiality when dealing with client records. Physical Demands The physical demands described here are representative of those that must be met by and employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or fee; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee may need to lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision. The noise level in the work environment is usually moderate. What we offer Pay Rate: $40.00 - $42.00 Hourly Location: MNC Harrison 24th Campus - ECE Medical – Kaiser and Balance / Dental – Principal / Vision – Vision Care / Life Insurance - $50,000 / 403b – 3% match / FSA / Pet Care 15 paid sick days / 12 paid holidays / 12 paid vacation days EAP (Employee Assistance Program) / WADP (Working Advantage Discount Program) If you are seeking an organization that values, promotes, and develops leadership by delivering culturally sensitive, multi-generational, community-based services that empower families to build strong, healthy, and vibrant neighborhoods with the vision of a strong, healthier and more vibrant community that respects and celebrates its many rich, cultural traditions, please apply. Please visit our web site for additional information on our Company web-site at: We are an equal opportunity employer that welcome diversity in the workplace with a great company culture. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment, qualified applicants with arrest and conviction records.