GENERAL DESCRIPTION

The Data & Enrollment Coordinator is responsible for the determination of eligibility, selection and enrollment of children and families into all Child and Family Services programs as needed.

The Data & Enrollment Coordinator provides a variety of services including conducting intake meetings with families, assisting in determining program eligibility, and making referrals. Data & Enrollment Coordinator must comply with established policies and procedures. This position oversees the determination of eligibility, selection and enrollment of children and families into the Head Start Programs. This position is customer service based and does not involve case management.

EDUCATION and/or EXPERIENCE

• High school diploma or its equivalent (or higher) plus 2-3 years’ experience in social-services/non-profit or early childhood education, mental health preferred.
• Must complete ERSEA Certifications within 6 months of hire.
• A combination of experience of reception and intake within human services, or outreach preferred.
• Experience gathering, tracking, and monitoring data in any capacity preferred.
• Experience working with low-income families and connecting them to services. Experience with community outreach.
• Prior experience and knowledge of early childhood programs and/or non-profit agencies is strongly preferred.
• Intermediate to advanced computer literacy including database management, data entry and reporting, Microsoft Word, Excel and Outlook.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Recruitment and Outreach:

All CFS Programs:

• Assists in coordinating all outreach and recruitment efforts for Child and Family Services programs to ensure full enrollment at all times.

• Assists in reviewing and updating the annual recruitment plan and schedule and policies and procedures related to eligibility, selection, enrollment, and outreach/recruitment.
• Tracks all outreach and recruitment events and analyzes outcomes of each event as part of the annual recruitment plan.

• Provides training to Child and Family Services staff on completing program applications.

• Engage in regular contact and collaboration with the Head Start Management Team and Coordinators, Family Services Manager for state funded programs to ensure full integration of programs in recruitment and outreach planning.
• Collaborate with the CAPSC Advancement Department to ensure all outreach methods and materials are in line with agency expectations.

Referral and Data

All CFS Programs:

• Accepts and processes all referrals received from external agencies into all CFS programs.
• Assigns all referrals to appropriate program.
• Enters referrals and family information into appropriate databases per program and grant funding, including Empower.
• Utilizes all software systems and becomes contact person for Child Plus for all reporting needs.

Eligibility, Selection and Enrollment:

Head Start and State Funded Home Visiting:

Head Start Programs Only:

• Conducts follow-up with families to ensure eligibility.

• Utilizes data systems for data entry of child and family applications, waitlists, program transfers, withdrawals, income status of families and other data as it relates to eligibility and enrollment.
• Coordinates with the Disabilities and Mental Health Services Coordinator to ensure that 10% of total enrollment is reserved for children with disabilities.

Monitoring and Reporting:

All CFS Programs:

• Maintains, monitors and reports to Policy Council, Board of Directors, Child and Family Services Director and Management Team on enrollment, vacancies and wait lists.
• Data entry using Childplus, QuickBase, FAP/EAP software and/or EmpowOR

• Utilizes database reporting features to run reports as requested by the CFS Director and Management Team.

• Provides training to Head Start staff on accurate data entry into the program database.
• Initiates and assists with the Program Information report data collection.

• Regularly reviews enrollment files for the Head Starts programs and audits the files with the Family Services Manager throughout each program year.

SUPERVISORY RESPONSIBILITIES

• None

GENERAL EXPECTATIONS

• Works cooperatively with the Management Team to ensure full integration of programs.
• Plan, assign, coordinate, organize and prioritize work.
• Models direct, positive, honest, and respectful behavior in every aspect of work with children, families, staff and community members.
• Energetically engages people, issues and work.
• Applies the highest ethical standards to themselves and others on a daily basis.
• Supports other in their efforts to be productive and effective and succeed in work and life.
• Actively participates in teambuilding, which includes sharing ideas and mutual support of team members.
• Consistently uses interpersonal skills that are appropriate for individual styles, personalities, cultures, the nature of the work, and the environment in which the work is being done.
• Practices honest, respectful and direct communication as well as active listening.
• Respects confidentiality of information about agency staff, personnel issues, and other program operations.

EMPLOYMENT SCREENING

Valid Driver's License and insured vehicle (100/300 minimum coverage) for use on the job or acceptable alternative, driving record check, criminal record check, randomized drug screening.

Head Start, Early Head Start, Childcare, and Home Visiting Programs are also subject to the following: Head Start and child care licensing requires a criminal record check and finger printing to be completed prior to employment. An initial physical examination record, including a TB screening must be obtained within 60 days of hire, updated every three years and kept on file with Human Resources. If a TB screening indicates high risk, results of a TB test must be kept on file including any treatment received. An initial driving record check will be conducted. License information will also be submitted to the agency’s automobile insurance carrier.