What are the responsibilities and job description for the Bilingual Admissions Coordinator position at CAP Tulsa?
Pay Range Code: 12
Job Summary
The Admissions & Recruitment (A&R) Coordinator is primarily responsible for determining program eligibility, enrolling families into the Early Childhood Program, providing application intake and interview support, conducting audits, and maintaining excellent customer service. The A&R Coordinator collaborates with the manager to provide training for new employees, temporary employees, and other department employees; and provides program guidance to employees and clients. Works under the direct supervision of the Manager, Admissions. Exhibits a willingness to manage multiple tasks at once, while adhering to program guidelines, policies, and procedures. Coordinates specific projects or tasks necessary to achieve department goals and is able to present the progress and results to management. Analyzes the programs, processes, and procedures and provides feedback to management on necessary changes or updates. Demonstrates the ability to be cooperative and communicative with co-workers, management, other CAP programs, and external partners, in both written and verbal communication. Makes non-routine choices within established precedent, considering objectives, under limited supervision. Performs intermediate troubleshooting or analysis; requires interpretation of data using generally prescribed procedures. Frequent interaction to provide basic information; occasionally requiring detailed procedural explanations or technical response.
Responsibilities/Essential Functions
In-person work and collaboration are requirements for this position. Employee is expected to physically report to assigned work site as scheduled by supervisor. At Agency discretion, this position may be allowed to engage in remote work for specified periods of time or a determined percentage of work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as, but not limited to, inclement weather, special projects, or travel. These arrangements are approved on an as-needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.
Essential Physical & Mental Requirements
Work in a normal office environment. Employee is subject to standing, bending, stooping, lifting, pushing, pulling, walking, and carrying objects throughout daily job performance. Intermittent effort involving lifting amounts between 5 and 25 pounds required. Work requires moderate attention to detail and deadlines between 15% and 45% of the time. Regular and reliable attendance required.
Job Summary
The Admissions & Recruitment (A&R) Coordinator is primarily responsible for determining program eligibility, enrolling families into the Early Childhood Program, providing application intake and interview support, conducting audits, and maintaining excellent customer service. The A&R Coordinator collaborates with the manager to provide training for new employees, temporary employees, and other department employees; and provides program guidance to employees and clients. Works under the direct supervision of the Manager, Admissions. Exhibits a willingness to manage multiple tasks at once, while adhering to program guidelines, policies, and procedures. Coordinates specific projects or tasks necessary to achieve department goals and is able to present the progress and results to management. Analyzes the programs, processes, and procedures and provides feedback to management on necessary changes or updates. Demonstrates the ability to be cooperative and communicative with co-workers, management, other CAP programs, and external partners, in both written and verbal communication. Makes non-routine choices within established precedent, considering objectives, under limited supervision. Performs intermediate troubleshooting or analysis; requires interpretation of data using generally prescribed procedures. Frequent interaction to provide basic information; occasionally requiring detailed procedural explanations or technical response.
Responsibilities/Essential Functions
- Determine family eligibility, including applications received by department staff and temporary employees. Accurately enter/attach family information into all data systems within specified deadlines.
- Conduct comprehensive audits of applications accepted and eligibility determinations to ensure regulatory compliance. Ability to provide verbal/written feedback on audit findings.
- Work with the Admissions team to maintain funded enrollment requirements by communicating enrollment opportunities, transferring enrolled children when necessary, selecting children from the ECP waitlist, and making conditional enrollment offers to eligible families with the highest score, based on selection criteria.
- Notify programs and service areas when a student is entering the program.
- Process all Admissions Change Requests (ACRs) notifying schools/programs, service areas, and public school partners.
- Prepare and submit required student documents to public school partners within established deadlines.
- Audit attendance reports and monitor attendance; ensure attendance is entered into ChildPlus and notify School Leaders when attendance is not recorded.
- Facilitate training, one-on-one or group, with new employees, temporary employees, and current employees.
- Provide ongoing support and answer routine client inquiries and employee questions related to agency/department procedures and regulatory guidelines.
- Coordinates specific projects or tasks necessary to achieve department goals and is able to present the progress and results of those projects to management.
- Perform all other duties as assigned.
- Associate degree from an accredited college/university or 4 years business related experience required.
- Requires two years formal training; or equivalent work experience
- Bilingual Spanish/English (verbal and written) required
- Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
- Ability to follow verbal and written instructions with ability to read, interpret, and present information efficiently and effectively.
- Skilled in active listening, conflict resolution, and excellent customer service.
- Must be able to accurately audit records and ensure compliance with written or verbal guidelines.
- Ability to take initiative, manage multiple tasks at once, and work well under pressure, while understanding and adhering to program policies, procedures, and guidelines.
- Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc. Intermediate MS Office skills, working knowledge of accounting and budgeting practices.
- Advanced organizational skills, analytical skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis.
In-person work and collaboration are requirements for this position. Employee is expected to physically report to assigned work site as scheduled by supervisor. At Agency discretion, this position may be allowed to engage in remote work for specified periods of time or a determined percentage of work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as, but not limited to, inclement weather, special projects, or travel. These arrangements are approved on an as-needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.
Essential Physical & Mental Requirements
Work in a normal office environment. Employee is subject to standing, bending, stooping, lifting, pushing, pulling, walking, and carrying objects throughout daily job performance. Intermittent effort involving lifting amounts between 5 and 25 pounds required. Work requires moderate attention to detail and deadlines between 15% and 45% of the time. Regular and reliable attendance required.