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Enrollment Services Coordinator

2 months ago

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

This role is essential for delivering effective enrollment assistance within the ERSEA framework.

The individual will be tasked with accurately entering and maintaining eligibility, selection, and enrollment data in 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 (35%)
  • Generate waiting list reports for family placements.
  • Facilitate the weekly placement of eligible families from the waiting list.
  • Distribute welcome letters to eligible families and ensure documentation is scanned and attached in the data system.
  • Complete Head Start and Early Head Start applications as required.
  • Send waiting list notifications to parents and manage documentation in the data system.
  • Communicate with parents to gather information for incomplete applications.
  • Utilize the data system to notify families on the waiting list.
  • Inform staff and supervisors of new placements via email.
  • Conduct follow-ups with staff and supervisors one week post-placement.
  • Manage enrollment and withdrawal processes for children, ensuring all forms are documented in the data system.
  • Notify staff and health coordinators regarding children who are withdrawn or placed on the waiting list.
Data Management and Reporting (30%)
  • Record weekly attendance and provide attendance sheets to the Food Service Manager.
  • Process Head Start and Early Head Start applications.
  • Generate requested reports from the data management system for management review.
  • Compile monthly reports regarding withdrawals and waiting lists for the Executive Assistant.
  • Prepare CACFP reports for accounting, detailing the number of meals served by the 5th of each month.
  • Conduct an annual report for all enrolled children across programs.
Reception Duties (15%)
  • Manage incoming calls and messages efficiently.
  • Ensure that copy machines are adequately supplied with paper.
  • Oversee daily mail responsibilities.
  • Welcome visitors and direct them to the appropriate contacts.
  • Maintain the cleanliness and organization of the lobby area.
  • Process Head Start applications as needed.
Program Information Reporting (10%)
  • Assist the Eligibility Manager with Program Information Reports (PIR).
  • Verify data with relevant managers.
  • Support data entry into the HSES system as required.
  • Generate enrollment reports on a weekly basis or as necessary.
  • Submit data to the regional office in the absence of the Eligibility Manager.
Translation Services (5%)
  • Provide translation for various documents as time allows.
Additional Responsibilities (5%)
  • Support the Head Start Recruitment and Communication Coordinator.
  • Perform other related tasks as assigned by the supervisor.
Training and Development

Engage in training sessions or conferences as required.

Physical Requirements

Work Environment: Office setting
Lifting Requirement: Up to 25 pounds
Travel Requirements: None
Other Requirements: Must possess a valid driver's license, reliable transportation, current auto insurance, and be able to pass all necessary background checks.

The physical demands outlined here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Major Systems Utilized

Child Plus, Microsoft Office Suite

Education and Experience
Required:
  • High school diploma or equivalent.
  • Bilingual proficiency in English and Spanish.
  • Proven ability to translate between English and Spanish.
  • Strong computer skills and proficiency in Microsoft Office.
  • Excellent written and verbal communication abilities.
Preferred:
  • Two years of experience in Head Start and/or Early Head Start programs.
  • Two years of experience in an office environment.