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Enrollment Services Administrative Coordinator

2 months ago

Garden City, Kansas, United States KS Children's Service League Full time
Position Overview

Role Summary

This role is pivotal in facilitating enrollment operations for the delivery of ERSEA services. The individual will be tasked with the accurate entry and maintenance of eligibility, selection, and enrollment data within the agency's data management system, ensuring that all information is precise, comprehensive, and adheres to established guidelines and protocols.

Key Responsibilities

PLACEMENT AND ATTENDANCE MANAGEMENT (35%)

  • Generate reports for placement from the waiting list.
  • Facilitate the placement of qualified families from the waiting list on a weekly basis.
  • Distribute welcome correspondence to eligible families and ensure documentation is properly filed.
  • Assist in completing applications for Head Start and Early Head Start as necessary.
  • Communicate with parents regarding incomplete applications to gather required information.
  • Utilize the ChildPlus system to send notifications to families on the waiting list.
  • Notify staff and supervisors upon the placement of new children.
  • Conduct follow-ups with staff and supervisors one week post-placement.
  • Manage enrollment and withdrawal processes, ensuring all forms are accurately documented.
  • Inform relevant staff and health coordinators about any changes in enrollment status.

DATA MANAGEMENT AND REPORTING (30%)

  • Record weekly attendance data.
  • Submit attendance records to the Food Service Manager after entry.
  • Process applications for Head Start and Early Head Start.
  • Prepare reports in ChildPlus as requested by management.
  • Compile monthly reports on enrollment changes for the Executive Assistant.
  • Provide CACFP reports to accounting staff by the designated deadline.
  • Conduct annual reporting for all enrolled children across programs.

RECEPTION AND ADMINISTRATIVE SUPPORT (15%)

  • Manage incoming calls and messages efficiently.
  • Ensure office supplies, including paper for copiers, are adequately stocked.
  • Oversee daily mail operations.
  • Welcome visitors and direct them to the appropriate personnel.
  • Maintain cleanliness and organization of the reception area.
  • Collect Head Start applications from interested parties.

PROGRAM INFORMATION REPORTING (10%)

  • Support the Eligibility Manager with Program Information Reports.
  • Verify data with relevant managers as needed.
  • Assist with data entry into the HSES system.
  • Generate enrollment reports on a weekly basis or as required.
  • Submit necessary data to the regional office in the absence of the Eligibility Manager.

TRANSLATION SERVICES (5%)

  • Provide translation for various documents as required, time permitting.

ADDITIONAL DUTIES (5%)

  • Assist the Head Start Recruitment & Communication Coordinator as needed.
  • Perform other related tasks as assigned by the supervisor.

TRAINING AND DEVELOPMENT

  • Engage in training sessions or conferences as requested.

PHYSICAL DEMANDS

Work Environment: Office setting

Lifting Requirement: Up to 25 pounds

Travel Requirements: None

Other Requirements: Valid driver's license, reliable transportation, current auto insurance, and ability to pass all required background checks.

TECHNOLOGICAL PROFICIENCY

Familiarity with Child Plus and Microsoft Office Suite is essential.

EDUCATIONAL BACKGROUND AND EXPERIENCE

Required Qualifications

  • High school diploma or equivalent.
  • Bilingual proficiency in English and Spanish.
  • Proven ability to translate between English and Spanish.
  • Strong computer literacy.
  • Proficient in Microsoft Office applications.
  • Excellent written and verbal communication skills.

Preferred Qualifications

  • Two years of experience in Head Start and/or Early Head Start programs.
  • Two years of experience in an office environment.