Enrollment and Eligibility Coordinator

About Peninsula Family Service


Peninsula Family Service (PFS) is a nonprofit organization that provides children, families, and older adults with the support and tools they need to realize their full potential. As one of the largest providers of infant, toddler, and preschool programs in the region, PFS also delivers services in financial empowerment, employment, and older adult support - ensuring that people at every stage of life have access to opportunities to thrive. Established in 1950, PFS has been a trusted community partner for over 75 years, dedicated to fostering stability, resilience, and well-being for the individuals and families it serves.


At PFS, our values guide how we serve our community and work together as a team. We expect every team member to demonstrate Ownership, Proactive Engagement, and a commitment to Continuous Learning and Adaptability. These values are grounded in a shared dedication to community, service, and collaborative teamwork.


Job Summary:


The Enrollment & Eligibility Coordinator supports the enrollment and onboarding process for children and families in the Early Learning Department. The Enrollment & Eligibility Coordinator conducts outreach, recruitment, and enrollment activities, provides case management support, and maintains records in accordance with State and Federal Regulations.


REPORTS TO: Family Advocacy and Community Engagement Manager


JOB CLASSIFICATION: Non-Exempt


JOB TYPE: Regular


HOURS : Full-Time, 40 hours per week


ESSENTIAL DUTIES AND RESPONSIBILITIES

Referral, Intake, and Orientation Process:

• Serve as an initial point of contact for families wanting to enroll in the program
• Meet with families to complete enrollment interviews
• Complete and score enrollment applications in coordination with other program staff according to recruitment and selection policies
• Assist with reviewing, tracking, and re-prioritizing the enrollment waitlist and outreach to families on the waitlist.
• Conduct targeted outreach to underserved and priority families in the community to promote program awareness and encourage enrollment.
• Attend community events, partner sites, and resource fairs to recruit eligible families and distribute program information.
• Build and maintain relationships with community-based organizations, schools, and service providers to generate referrals and expand recruitment reach.
• Follow up with prospective families through phone, email, and in-person contact to support their enrollment process from inquiry to intake
• Distribute recruitment materials and participate in recruitment activities.
• Actively encourage parents to be involved in the program and act as staff liaison to the Parent Committee and Policy Council.
• Maintain and update family files for sites, including recertification, food program rosters, parent referrals, immunizations, etc.; ensure all information and documents are current and meet state eligibility, requirements, rules, and regulations.
• Maintain NOHO and Child Plus databases for timely and accurate information, including 9600 & NOA
• Ensure all Community Care Licensing Forms (CCL) are completed during enrollment and before the child's start date at the center
• Work closely with center staff to notify them of changes, coordinate form updates, and follow up

Supporting Family Advocate & Engagement Coordinators:

• Partner with Family Advocate Engagement Coordinators on enrollment, start dates, and transitions
• Act as a member of the cross-component team for case conferencing and meetings as necessary
• Assist families in planning and implementing a smooth transition between program options or from program to program
• In partnership with families, secure information such as medical and social factors contributing to the family or individual situation.

Administrative:

• Assures confidentiality of records at all times.
• Collects all required documents for each assigned family and those necessary for enrollment and eligibility
• Perform record-keeping and data input in an objective and timely fashion.
• Regularly review data progress reports to ensure input accuracy and that timelines are met as required.
• Completes all activities and monthly records (i.e., supporting forms and documents) to compile a monthly report as required
• Travel to offsite locations regularly
• Attend team meetings on and off-site regularly

LIMITS OF AUTHORITY


The Enrollment and Eligibility Coordinator works under the direction of the FACE Manager.


Requirements

MINIMUM QUALIFICATIONS

• 2-3 years of experience in customer service, data entry, or administrative functions
• Experienced with MS Office, including Excel, Word, and Access or related databases
• Strong communication and interpersonal skills
• Prefer experience working with low-income families in an urban setting.
• Work experience that demonstrates the ability to work well with community service agencies, complete child development assessments, and conduct home visits.

OTHER REQUIREMENTS

• Maintain clear Criminal Background Check/Fingerprinting
• Submit evidence of a negative Tuberculin test (completed within the last year) and health report before hire
• Proficient in Microsoft Office programs and able to learn and use child development databases such as NoHo and Child Plus
• Submit evidence of completion of education requirements before hire
• Must have Covid immunizations

Peninsula Family Service's VALUES are expected of every staff member. All of our work is based on our commitment to Ownership, Proactive engagement, and Lean In growth, anchored in Community Pillar, Participant-Focused service, and Workforce-Centered collaboration.


Salary Description


$32-$34