Enrollment Coordinator
Monday – Friday 9 am – 6 pm
Wage - $19-$22/hour
Job Description
Administration, Program, and Facility Needs:
· The Enrollment Coordinator must be able to multi-task in various features of the childcare program while working in cooperation with the Site Director relating to but not limited to the following duties:
o Maintain positive phone and email communication with community members, staff, and parents of both currently enrolled and prospective families.
o Create, monitor, and maintain up-to-date child enrollment forms as required by licensing and Teaching Tree ECLC
o Assist in maintaining in attendance records
o Food Program consolidating and billing paperwork for Site Director to complete
o Maintain all medication logs and medication paperwork for monthly visits
o Personal file is up to date and complete
Enrollment
· The Enrollment Coordinator will work in coordination with the Site Director to assist with year-round enrollment processes including but not limited to the following duties:
o Manage waitlist including: continued updates via phone and email, and extending offers to prospective families
o Provide private tours and/or open houses to prospective families
o Schedule & provide orientation of the Parent Handbook to newly enrolled families
o Assist with maintaining files of enrolled children to ensure required annual forms are completed and up to date.
Classroom and Staff Needs
· The Enrollment Coordinator will work in coordination with the Site Director and Assistant Director in providing supports to the staff of the classrooms in connection to currently enrolled children and standard documenting and communication practices including but not limited to the following:
o Prepare and distribute both weekly and monthly record keeping documents including classroom rosters, meal attendance logs, menus, and allergy lists
o Provide ADs with the following paperwork in a timely manner:
§ medication, allergy paperwork, Gold permission forms, emergency contacts, info sheets for newly enrolled children, etc.
o Communicate any special needs/requests/concerns of currently enrolled children from parents to all admin and classroom staff.
o Assist the Assistant Director in contacting parents for various reasons including but not limited to suspected illness, accident/injury, behavior, and general concerns.
o Maintain up to date health logs
o Help direct questions and needs of staff to appropriate administrative professional depending on nature of such request
Parent Interaction:
· The Enrollment Coordinator is often the initial go-to person for currently enrolled families. Thus, the following guidelines have been outlined:
o Welcome and greet parents and children daily
o Establish and maintain positive relationship with parents
o Assist with maintaining up-to-date parent and staff email distribution lists in Procare for classroom and center use
o Provide quick responses for parents via email or phone
o Prepare and distribute parent handouts, reminders, and important notices.
Financial:
· The Enrollment Coordinator will work in coordination with the Site Director for various financial needs of TTEC and include but are not limited to the following:
o Prepare Financial Contracts for newly and currently enrolled families.
o Establish payment schedule of tuition and preferred payment method with newly and currently enrolled families.
o Assist with processing process tuition payments via Tuition Express payment processing, as well as process and post checks and cash payments
o Monitor and maintain the Child Care Assistance Program attendance, communication, and record keeping
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