Enrollment Intake Coordinator

Job Description

Job Description

The Enrollment & Family Intake Coordinator provides   administrative, enrollment, outreach, referral, family and community support to give The Children’s Home Society of New Jersey (CHSofNJ) Head Start/Early Start (HS/EHS) an additional layer of operational backing between ERSEA, Home Based, and Family Services. 

  Its primary purpose is to keep applications moving, maintain consistent communication with families, strengthen recruitment, support the 30-day vacancy requirement, and manage incoming referrals. The coordinator supports application review and ERSEA processes but does not independently make final eligibility, selection, or enrollment determinations.

The coordinator works closely with the ERSEA Specialist, Family Advocates, and program staff to monitor referrals and applications in ChildPlus, DataSay, and other approved systems. The position identifies outstanding items, supports recruitment and enrollment efforts, and maintains accurate tracking to ensure families do not fall through the process.

Salary: $41,000/per year

CHSofNJ Benefits: Medical, Dental, Vision, FSA, Life/LTD, PTO, 403B

Qualifications :

• High school diploma or equivalent required; Associate degree preferred
• ERSEA experience working with a Head Start or Early Head Start program
• Excellent communication and interpersonal skills
• Formal ERSEA training
• ERSEA Certification or Family Service Credential
• Must be comfortable working with diverse ethnic, racial, and religious backgrounds and must be able to effectively communicate with children and families of the community
• Have an understanding and knowledge of the Head Start Standards
• Proficient in Child Plus, excel and the ability to develop, read and interpret data
• Must demonstrate strong organizational, customer service, communication, documentation, and computer skills
• Flexible schedule to work evenings and weekends

Primary Responsibilities:

• Complete Head Start/Early Head Start applications and provide required supporting documentation before submission for eligibility determination.
• Follow up with staff regarding incomplete applications, missing documentation, and outstanding enrollment requirements.
• Monitor open and pending applications and maintain timely communication with families to support application completion.
• Return parent telephone calls and respond to general questions regarding applications, enrollment, required documentation, and program services.
• Assist families with navigating the application and enrollment process while maintaining confidentiality and providing respectful, family-centered customer service.
• Conduct and support ongoing recruitment and community outreach, including open houses, recruitment events, canvassing, and follow-up with prospective families.
• Support efforts to maintain an active applicant pool, accurate waitlist, full enrollment, and timely filling of program vacancies.
• Assist the ERSEA Specialist with application tracking, recruitment, waitlist management, enrollment follow-up, documentation, and other ERSEA activities.
• Review DataSay for incoming family and community referrals, assign referrals to appropriate Family Advocates or designated staff, and monitor for unassigned or outstanding referrals.
• Maintain accurate and timely information in ChildPlus, DataSay, and other approved tracking systems.
• Assist with identifying and addressing family barriers that may affect enrollment or attendance and refer families to appropriate staff or community resources.
• Coordinate annual recruitment calendar and staff recruitment assignments 

This job description is intended to describe the essential functions and qualifications; however, it is not an exhaustive statement of all duties and responsibilities. Management reserves the right to modify, add, or remove duties from jobs and to assign other duties as necessary. This is not a contract of employment.

The Children’s Home Society is an Equal Opportunity/Affirmative Action Employer M/F/D/V. We celebrate diversity and are committed to creating an inclusive environment for all employees.