Admissions and Enrollment Specialist

Job Description

Job Description

JOB SUMMARY:

The Admissions & Enrollment Specialist ensures accurate eligibility determinations, timely enrollment, and full compliance with all ERSEA requirements, carrying out this work in alignment with the agency’s core values: collaborate as partners, compassion in action, supportive by nature, act with integrity, innovate with purpose, be community centered, and pursue exceptional quality.

This role maintains full enrollment, manages documentation, and ensures families enter the program smoothly, respectfully, and in compliance with federal and local guidelines.

DUTIES AND RESPONSIBILITIES:

Conduct Eligibility Interviews and ensure ERSEA Compliance:

• Verify income and required documentation, acting with Integrity by being accountable, honest, and consistent in every determination.
• Maintain strict adherence to Performance Standards and agency policies; we are problem solvers who pursue exceptional quality by exceeding expectations in all documentation and processes.

Systems Management:

• Maintain waitlists, selection criteria, and enrollment tracking systems with precision and purpose, acting as responsible stewards of program data.

Attendance Monitoring:

• Collaborate with centers to address chronic absenteeism; coordinate follow-up as partners who listen and provide support to families in a no judgment zone.

Vacancy Management:

• Ensure vacancies are filled within required timelines to maintain full enrollment; act as innovators who are adaptable and responsive when challenges arise.

Data Integrity:

• Maintain accurate records in ChildPlus and other systems; we are accountable for ensuring data reliability and welcome questions to ensure high expectations are met.

Staff Training:

• Provide training on ERSEA procedures; we communicate as allies and builders to strengthen agency-wide understanding through teamwork.

• Partner with Recruitment & Community Engagement staff to support a steady pipeline of eligible families, building connections and value all cross-team partnerships.

Audit Preparation:

• Prepare reports for monitoring, audits, and internal reviews with service-oriented attention to detail and a commitment to excellence.

Mission Support:

• Perform other duties as assigned to support the Head Start/Early Head Start mission, demonstrating compassion in action and respect always in all family interactions.

Scope of Responsibility:

• Owns: Eligibility determination, enrollment processing, selection and waitlist management, attendance monitoring, vacancy management, ERSEA documentation and compliance, staff training on ERSEA.
• Shares: Recruitment pipeline coordination, family communication, community referrals.
• Does Not Do: Conduct community outreach or recruitment events, manage MOUs, provide case management, supervise staff, or manage center-level attendance follow-up.

Other:

• Requires frequent travel to off-site locations.

WORKING CONDITIONS:

The environment is varied to include the Head Start Support office, Head Start Centers, and various Community Resources. Must be mobile and agile to perform required tasks such as lifting up to forty-five (45) pounds, reaching above the head and below the knee, or positioning the body as to be on the child’s level and floor level. Must be able to bend, stoop, kneel, crouch, and run or walk hurriedly for a child’s safety.

QUALIFICATIONS REQUIRED:

• Bachelor’s degree in Child Development, Social Services, Education, or related field.
• Experience with eligibility or enrollment processes preferred.
• Strong attention to detail and documentation accuracy, with a commitment to pursuing exceptional quality.
• Proficiency in ChildPlus and related systems (or ability to learn).
• Valid Oklahoma Driver’s License and reliable transportation to travel to off-site locations.
• Strong computer literacy and ability to learn agency data systems.
• Demonstrated ability to work with individuals from diverse cultures, backgrounds, and economic levels with compassion, respect, integrity, and without bias.