Enrollment & Operations Specialist

Job Description

Job Description

Description:

POSITION SUMMARY:

The Enrollment & Operations Specialist provides administrative support for enrollment, purchasing, and operational activities across Encompass locations. This position oversees the enrollment process, coordinates purchasing activities, supports Center Directors with routine operational needs, maintains accurate records and information, and assists with agency initiatives and projects. Working collaboratively with Center Leadership and agency departments, this role helps ensure consistent administrative processes and a positive experience for children, families, and staff.

ORGANIZATIONAL EXPECTATIONS:

All positions are responsible for supporting a safe environment, complying with agency policies and applicable regulations, and demonstrating The Encompass Way in interactions with children, families, coworkers, and community partners.

ESSENTIAL FUNCTIONS:

1. Coordinate the agency-wide enrollment process, including responding to inquiries, tours, maintaining waitlists, enrollment documentation, and ongoing communication with prospective families to maximize enrollment across Encompass.
2. Monitor and review enrollment data, including vacancies, trends, and capacity, and prepare regular reports to support agency enrollment goals and decision-making.
3. Work with Center Directors and Regional Directors to assist in the implementation of enrollment strategies, improve family experiences, and support operational needs across all centers.
4. Coordinate centralized purchasing for classroom materials, curriculum resources, office supplies, and other agency-approved purchases, ensuring efficiency and cost-effective use of resources.
5. Coordinate agency-wide events and initiatives, including Employee Appreciation Week, Family Picnic, Spirit Week, ASPDD, and other organizational activities, managing logistics, communication, and implementation.
6. Provide agency-wide field trip coordination, including maintaining the master field trip calendar, reviewing contracts and documentation, and supporting centers with planning and compliance requirements.
7. Support operational compliance and administrative consistency by conducting child and staff file audits, monitoring immunization and physical records, and assisting centers with documentation, filing, and record management.
8. Maintain and review operational data, including enrollment metrics, ASQ reporting, Advocate data, and other agency information to support leadership decision-making and continuous improvement.
9. Maintain and standardize operational processes, forms, and resources, including supporting the annual review and revision of the Family Handbook and other agency documentation.
10. Build collaborative relationships with families, Center Directors, Regional Directors, vendors, community partners, and agency leadership while providing exceptional customer service and serving as a trusted operational resource.
11. Support the Encompass mission, demonstrating professionalism, collaboration, and confidentiality in all interactions.

NON-ESSENTIAL FUNCTIONS:

1. Participate in agency events, meetings, committees, and special projects as requested.
2. Perform other duties as assigned to support departmental and organizational objectives.

WORK ENVIRONMENT:

Work is performed primarily in a professional office environment. This position requires regular use of computers, telephones, and other standard office equipment. Travel between agency locations and participation in meetings or events is required. Noise levels are typically moderate.

PHYSICAL DEMANDS:

The demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Quiet to moderate noise level in work environment and often required to sit for long periods of time
• Required to talk, hear and the ability for close vision
• Often required to use hands and fingers to handle, feel or to manipulate keys on a keyboard
• Occasionally required to stand, walk, reach with arms and hands, climb/balance, stoop, kneel or crouch

EDUCATION/EXPERIENCE:

• Associate degree in Business Administration, Early Childhood Education, Operations Management, or a related field required; Bachelor's degree preferred.
• One to two years of progressively responsible experience in administrative operations, enrollment management, customer service, office administration, or a related field required.
• Experience in early childhood education, nonprofit organizations, or multi-site operations preferred.
• Experience coordinating projects, managing multiple priorities, and working collaboratively across departments preferred.

SKILLS/ABILITIES:

• Strong organizational and project management skills.
• Excellent customer service and relationship-building skills.
• Ability to analyze data and prepare meaningful reports.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects and meet deadlines.
• Demonstrated attention to detail and commitment to accuracy.
• Proficiency with Microsoft Office and agency software systems.
• Ability to work independently while collaborating effectively across multiple departments.
• Strong problem-solving and continuous improvement mindset.
• Ability to maintain confidentiality and exercise sound judgment.
• Exhibits agency values in daily work and demonstrates commitment to the Encompass mission.