The Student Recruitment Operations Manager is responsible for applying professional expertise and oversight in the Enrollment, Recruitment, Selection, Eligibility and Attendance (ERSEA) component for all programmatic funding options, ensuring that all programs comply with all regulations per applicable Performance Standards as well as establishing and monitoring delegate and partnership systems to ensure that continuous quality and improvement in ERSEA takes place. The Manager will also monitor delegate and partnership agencies to ensure compliance with Head Start Performance Standards. 

SCOPE OF INFLUENCE 

• Direct client group across multiple programs within departments
• Partners with internal and external customers 

KEY RESPONSIBILITIES AND ACCOUNTABILITIES 

Enrollment

• Serve as the lead reviewer of applications, eligibility and enrollment for the entire program. 
• Completes intake process with families to ensure all required documents are submitted for the application/ enrollment process.
• Ensure at least 85% enrollment in conjunction with appropriate center-based staff and supervisory staff for all funded slots including Head Start, Dual Eligible and Universal Pre-K slots, supporting a minimum of 10% enrollment of children with disabilities.
• Maintains enrollment forms, ensuring information is accurate, current, and correct and disseminated to all necessary staff to meet program requirements.
• Contact parents/guardians when a space is available for the enrollment of children into the program.
• Maintains the agency's waiting list.

Recruitment

• In conjunction with the Deputy Director of Family and Community engagement, create an annual recruitment plan for review and approval by the Delegate Policy Council and Governing Board.
• Facilitate the development of community partnerships that support recruitment of those families most in need of Head Start and Universal Pre-K services including homeless families, children in foster care and other special populations within the program service area
• Provide information to interested families regarding eligibility, recruitment, enrollment, wait list status, and selection criteria.
• Assist with maintaining an outreach and recruitment process that ensures the enrollment of children eligible for programming as required by funding sources.
• Develop/Implement and participate in community health fairs, meetings, and other community recruitment events.
• Coordinate, facilitate and attend all recruitment activities developed by center-based administration.
• Organize, plan and facilitate enrollment orientation and recruitment activities at each pre-school site.

Selection

• Collaboratively develop the Selection Criteria with the Deputy Director of Family and Community Engagement and the Delegate Agency Policy Committee(DAPC), in keeping with community needs that identifies the method in which children will be selected for enrollment.
• Schedule regular meetings with interested families to discuss placement into the program
• Provide leadership in the annual review and revision of selection criteria based on the identified needs of the program and community.
• Recommend changes to program selection criteria and eligibility 

Eligibility

• Obtains family records including proof of income, evidence of physical, TB shots, emergency contacts, list of approved individuals for child pick-up, among other, to complete children's files and processes documentation 
• Maintains narrative and statistical records on individual contacts with children and families, including enrollment records, and other family information.
• Determine eligibility based on funding requirements for enrollment into Head Start sites and options; collect fees for child care subsidies
• Ensure ongoing contact is made with families to update information and/or re-submit expired applications
• Ensure accuracy of income calculations and verification eligibility.

Attendance 

• Serve as the primary employee to track and review attendance with Family Service Workers (working as secondary employee) to create plans and incentives.
• Compute, identify, analyze, and interpret trends or patterns in attendance, recruitment, and enrollment along with other data sets by compiling reports, charts, and/or graphs that describe and interpret findings of analyses.
• Identify negative trends and errors in multiple systems to ensure information is accurate and processes run more efficiently

Data Entry and Reporting

• Enters data including enrollment, income, among other information into the data system.
• Manage and ensure accuracy of databases/record keeping systems and reports for program compliance, reviews and audits.

Administrative Duties

• Remaining current and up-to-date on all ERSEA and PIR (Program Information Report) changes and participates actively in policy revision and data collection.
• In conjunction with Deputy Director, provide monthly enrollment reports to the Executive Director, Delegate Agency Policy Council (DAPC) and Governing Board ·
• Prepare, track and distribute timely reports using ERSEA based databases such as, Child-Plus, Vendor Portal, Performance Information Report (PIR) and others.
• Supervise the daily work of the Assistant Bookkeepers in partnership with Center Directors; reviewing invoices, 
• Provide on-going professional development to Assistant Bookkeepers through education, role modeling, mentoring and training

Other 

• Attend staff meetings and trainings as required
• Perform special projects and other duties as assigned.

Education & Experience:

• Bachelor’s Degree in Human Services, Social Work, Human Relations or related field required. Master’s preferred
• Knowledge of Head Start Performance Standards and regulations
• Experience with ACS/ACF/DOE/DOHMH
• 2-5 years’ experience in family services and early childhood
• Excellent interpersonal skills and ability to communicate effectively both orally and in writing
• Strong problem solving and analytical skills
• Ability to work cooperatively within a team

PRE- EMPLOYMENT REQUIREMENTS:

• Ability to pass Comprehensive Background Clearance through Department of Health and Mental Hygiene- Identogo and/or Department of Education Fingerprinting Screening, NYS Central Registry, Sex Offender Registry clearance, SEL check, three (3) reference checks, physical examination with updated TB test, varicella, tdap, MMR (fees may apply).
• Obtain Mandated Reporter training certificate, Foundations in Health and Safety and/or any other Department of Health and Mental Hygiene and Head Start Performance Standard training requirements(if required)
• If hired, full COVID-19 vaccination is not required, but preferred