Admissions Program Supervisor

Job DescriptionJob Description:

Admissions Program Supervisor (Bilingual - Spanish) Felton’s Early Care and Education Programs Agency Overview Founded in 1889, the Felton is the oldest nonsectarian, nonprofit social services provider in the City and County of San Francisco and the Bay Area. Rooted in equity, our mission is to transform the quality of life and promote social justice to accelerate community-led change. Our vision is to drive positive and sustainable community-led change where all have equitable access to innovative, high-quality, evidence-informed services. Division Description Felton’s Children, Youth, Family, and Transitional Age Youth division offers comprehensive, early care and education, family support, and mental health services across San Francisco to over 400 families. Via a two-generation approach, Felton’s Family Support services promote strong families and optimal development for their children by focusing on the Strengthening Families Framework. The primary function of the family supports The Five Protective Factors; parental resilience, increase social connections, increase knowledge of parenting and child development, providing concrete support in times of need, and supporting social-emotional competence in young children. This approach serves as a one-stop integrated service continuum, supporting families to address their needs largely under one roof, with a core group of staff with whom they can build trusting, supportive relationships. ECE Programs Felton Institute has been providing comprehensive Early Care and Education (ECE) services in San Francisco since 1971. Felton now has ECE programs in SF’s Mission, Bayview, and Visitacion Valley neighborhoods; and offers a school-readiness program for infants, toddlers, and preschoolers (2 weeks to 5 years old). Felton’s ECE programs include 4 infants, 7 toddler, and 11 preschool classrooms, which serve approximately 400 children, full day/ year-round. These multicultural, educational classrooms provide a nurturing, developmentally challenging, and inclusive environment for very young children of low/moderate-income families. We are committed to inclusive, positive environments that build on children’s positive self-esteem and self-image. Our ideal candidate is a seasoned leader who enjoys teamwork & collaboration and working towards building strong partnerships with families, children, and staff. He/ She will have exceptional leadership, interpersonal skills, supervisory experience, and strong management skills that support the integration of services within Felton’s Early Care and Education Programs. The ideal candidate will have a strong and clear vision that frames the work they will do in supporting staff and families, and strong leadership in program/ operational management and family support areas. He/she will be solution focused, a systems and strategic thinker and be very comfortable with change, growth, and innovation. FOCUS: Accountable for oversight of Admissions in our ECE programs, ensuring that the agency complies with all regulations per applicable Performance and Contractual Standards. Analyze, plan, and implement enrollment systems. Plan and provide training related to enrollment systems, policies and procedures for the department and agency. Ensure monitoring, agency collaboration and tracking enrollment services. S/He would be responsible for oversight and monitoring of enrollment and attendance tracking, productivity, reporting, and quality assurance for all current and future funding streams for the child development programs. In addition, s/he will be responsible for supervising Family Support Specialist staff. Enrollment, Recruitment, Selection, Eligibility and Attendance and Funding Policy Compliance (25%) Is responsible for monitoring SF3C database system is updated as to whether a child is on pre- eligible, eligible, pre-enrolled, enrolled status. Review records of documented record mailings, calls, etc. in accordance with Title V requirements Identifies open slots in specific rooms for specific ages, etc., and identifies openings if not filled through a room-to-room transfer. Maintains documentation of contacts, dates and response of applicant. Ensure files are organized and complete family files for each enrolled child, including all funding sources – Title 22 require that these be in one place. Codes labels of files so that California Department of Education files can be easily identified for review. Title 22 requires that these be in one place and keep always locked. Ensure coding labels according to funding source are in place, so that funding specific files can be easily identified for review. Responsible for contract compliance issues which include monthly update of information regarding the ADE cumulative status, the ADE quota for the month. Will work in coordination with the Admissions Director will implement these enrollment and attendance goals through timely monitoring of intake and transfer of children from room to room according to age and readiness. Is responsible for monitoring monthly projections via the weekly census reports, and by specific rooms. Such projection will include room to room transfers as well as new children. Systems Management (15%) Analyze community assessment information and facilitate planning efforts to determine design options, recruitment efforts and enrollment guidelines for Felton's ECE Programs. Provide input and solutions to develop and or revise the agency’s Salesforce systems, policies, and procedures. Oversee and facilitate Family Support Specialist with on-going / Admissions Quality Assurance team meetings. Evaluate, design, and monitor systems to process enrollment applications, including determination of eligibility and selection criteria. Ensuring Admissions Team is providing information, referral and coordinating efforts to link staff and families with appropriate childcare resources. Oversee and ensure the processing of applications is accurate and within timeliness. Update enrollment Documentation Forms and Procedures with new guidelines released annually by funders. As needed prepare and distribute timely reports and tracking regarding Enrollment, Recruitment, Selection, Eligibility and Attendance updates. Maintain systems, database, files, etc. ensuring security of data and HIPPA compliance. Involved with strategic planning processes by utilizing internal and external data. Leads and oversee the documentation and Family Support Specialist Participation in Parent Advisory Committee(s) at all ECE program sites. Reporting, Compliance, Quality Assurance and Monitoring (25%) Complete weekly, monthly, quarterly, and yearly reports as required by funding sources. Coordinates data compilation to ensure timely completion and submission of reports. Responsible for completing or ensuring that these are completed; Monthly Projections (due: 5th of every month), CD 801A reports (due: 10th of every month) and DEC Tracker enrollment certification and CDMIS enrollment certification (3rd of the month /or as notes on CDE website) and Average Days Attendance (ADA), Salesforce Monthly Attendance Sign/in-out forms and CLL Roster accuracy. Ensure Admissions Team maintains accurate and up to date data on all families on Salesforce and other data systems, including demographics, family contact and need and eligibility and recertification dates and other data as required by funding sources. Ensure ASQs are completed for all children upon enrollment and at 48 months of age. Admissions Coordinators are responsible for entering such dates on Sparkler App & Salesforce. Keep record of all Scholarship applications and approved awards per family, and maintain monthly invoices, receipts and monthly reports to our fiscal department. Ensure quarterly Scholarship Report is completed by the Lead Admissions Coordinator Meet with Admissions Team and staff to assure program consistency of CDE, ELS other funding sources regulations and billing processes. Monitor billing and payments Lead annual audit(s) as requested/ necessary. Develop and oversee Quality Assurance processes and procedures to include leading weekly QA meetings, necessarily follow up, and submission of quarterly QA report. Monitor to ensure compliance related to funded enrollment, slot tracking, and attendance. Ensure monthly reports are accurate and submitted on time. In collaboration with Administration Director, Educational Director and Early Intervention and Inclusion Director lead the Felton's ECE program annual self-assessment. Submit monthly program reports to the Division Director/ COO. Ensure the Admissions Family Support team maintains records and data in a confidential manner. Oversee student and family record policies and implementation including responding to subpoena and other record requests. Responsible for submitting documentation for ELS, CDE, CACFP, and others as requested. Oversee the monthly completion and accuracy of the Family Fee reports, GGRC Monthly Productivity Reports, CACFP Applications, CD9600 Enrollment and Attendance Reports, Random CD801B and YearlyCensus Report (SB701) and any other Enrollment & Admissions reports as needed. Reconcile information as deemed necessary to ensure accuracy. Provide data reporting information to various funding sources (foundations, city, state, federal) Oversee reports and/or billings to CDE, CACFP and other funding sources is submitted in a timely fashion. Coordinate and evaluate center enrollment processes, policies, and procedures to ensure full enrollment throughout the program year is maintained (At least 98% enrollment). Monitor CDE’s CCTR and CSPP, ELS units of service, to include intake, certifications, re- certifications, census, and transitions to meet contract and annual unit projections with a 2% or less error rate. Ensure ASQs are completed for all children upon enrollment and at 48 months of age. Admissions Coordinators are responsible for entering such dates on COCOA. Oversee all Quality Assurance processes and procedures as it relates to CDE requirements with Need and Eligibility, Certification documentation and CACFP reporting requirements. Prepare site visit compliance box for review at three-year Compliance Monitor Review (CMR) by CDE. Family Support & Engagement (15%) Support Family Engagement events and programming across CYFTAY. Co-lead Parent Advisory Committee at each of the sites with the support of the Program Supervisors and Admissions Coordinator. These are required six (6) times a year. Ensure all documentation: flyer, agenda, sign in sheets and notes are filed. Lead annual family events across all the Felton ECE sites and the distribution and collection of client satisfaction surveys. Coordinate distribution of annual parent surveys, review findings and create plan to address areas for improvement. In collaboration with EIID and Ed. Director, leads and oversee Parent Engagement efforts to include centralizing a calendar of parent workshops, events, and other engagement efforts. Conducts focus groups as needed to find out parents’ interest. Coordinate the planning and implementation of Back to School Night, Open House. Leadership, Training, Teaming and Supervision (20%) Supervise and support the 4-6 Family Support Specialists team members with daily operations. Collaborate with Family Support Supervisor and coordinator to promote and support Parent Education/Workshops/Fieldtrips/Health Fairs hosted for our ECE families on site. Coordinate, design and deliver training to staff, community partners and parents on database documentation, eligibility and childcare issues and topics related to Enrollment regulations, policies, and procedures. Develop and provide training to staff of community childcare partners as needed to comply with CDE, ELS regulations and billing. Responsible for staying abreast of changes in CDE contracts/ regulations and reviewing & interpreting Management Bulletins with Admissions Team. As appropriate share the impact/ changes withLeadership team during leadership meetings. Coaches, trains, and provides guidance and training to Admissions staff to optimally support their' learning to improved program practices & compliance. Utilizes a collaborative, strengths-based and supportive approach when working with diverse staff Maintains open and professional communication and promotes atmosphere of safety, trust and respect Ensure ongoing collaboration with SFUSD, other childcare providers and other appropriate San Francisco entities. Participate in overall agency management team. Attend meetings and other opportunities to promote positive communication. Perform additional duties as assigned by the Administration Director or Division Director, to Be reviewed annually. Attend SF3C, CACFP, CDE trainings and meetings as needed. Reports to and is accountable to Family Support Director Qualifications BA Psychology, Child Development, or related field or at least 3 year’s experience in coordination of intake/assessment and appropriate record-keeping and QA of applicant files, including CDE need and eligibility certification. At least 3 year’s experience supervising staff. Must have thorough knowledge of title V, Title 22, and Title XVII as well as the ability to learn and implement CDE and ELS contract requirements (“Terms and Conditions”) Ability to plan, access needs, make projections and communicate to Director level, Site Supervisors. Experience working in a mainstream program model that is inclusive of children with special needs. Strong leadership and supervisory experience. Strong organization skills, flexibility, and strong decision-making capabilities. Demonstrated ability to handle multiple tasks. Demonstrated sensitivity and responsiveness to needs of parents and staff. Possess the people skills and versatility to effectively build relationships across a broad spectrum of personalities. Pass a Department of Justice fingerprint clearance and a Child Abuse Index, Health Screening and TB Test as required by licensing. Knowledge of San Francisco childcare and family services communities preferred Knowledge of and sensitivity to the cultural background of the children and families being served Commitment to social justice, empowerment of families and support for diversity Working knowledge of a variety of computer software applications (i.e. Microsoft Word, Excel and Access, PowerPoint, Adobe Acrobat Bilingual (Spanish/English) REQUIRED.

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