What are the responsibilities and job description for the Enrollment Specialist position at Catalyst Family?
Job Details
Description
Position Overview:
The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.
Key Responsibilities
Schedule: Monday – Friday, 8-hour shift between the hours of 8am - 6pm
What We Offer
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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
Description
Position Overview:
The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.
Key Responsibilities
- Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion, providing guidance, resources, and support with enrollment paperwork, childcare needs, and documentation requirements
- Conduct onsite enrollment activities at assigned centers, including meeting with families, collecting documentation, and assisting with completion of enrollment and eligibility forms
- Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation, applying program regulations and agency procedures, and ensuring files support eligibility, need, and fee determinations
- Maintain and utilize waiting lists in accordance with enrollment priorities, Catalyst policies, and regulatory requirements, ensuring documentation supports compliance
- Process enrollments, recertifications, family status changes, and related data entry in a timely manner to maintain accurate records, continued eligibility, and compliance with program requirements
- Maintain complete, current, and audit-ready family and child files, complete required data entry and reporting, and support internal and external audits in alignment with state deadlines, audit schedules, and Catalyst policies
- Ensure accurate program selection, schedules, tuition entries, and special fee assessments to support correct family billing and enrollment records
- Support tuition-related processes by preparing Notices of Action for approvals, changes, denials, and terminations; processing payment-related documentation; assisting with returned checks, payment plans, refunds, and collections activity; and responding to questions regarding payment status and documentation requirements
- Collaborate with center leadership, site staff, accounting, compliance, and program leadership to support coordinated enrollment efforts, accurate billing and enrollment records, and regulatory alignment
- Represent the organization and support enrollment outreach, including mass-enrollment and family-facing events, as assigned
- Work independently across multiple assigned locations, prioritize a shifting and deadline-driven workload, and escalate complex eligibility determinations, compliance concerns, or family issues appropriately
- Perform other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee’s job classification, skills, and training
- High School Diploma or GED equivalent
- 3-5 years’ experience in customer service, data entry, or administrative functions
- Proficiency with MS Office (i.e. Word, Excel, Access) or related databases
- Competence with PC and keyboarding skills
- Associate’s degree in Business or related field
- Experience working with subsidized childcare programs or public funding sources
- Bilingual in English/Spanish
- Ability to interpret program regulations and review documentation for completeness, accuracy, and compliance in determining family eligibility, need, and fees
- Strong communication, customer service, and interpersonal skills, with the ability to support families and collaborate effectively with internal teams
- Strong organizational, time management, and follow-up skills, with the ability to prioritize shifting work across multiple locations in a deadline-driven environment
- Ability to maintain accuracy and attention to detail in data entry, file maintenance, billing support, and audit-related documentation
- Ability to work independently, demonstrate initiative, exercise sound judgment, and escalate issues appropriately after training
- Ability to maintain confidentiality of family, child, and financial information
- Generally pleasant working conditions
- Less than 50% of daily assignments involve prolonged physical effort
- Approximately 75% of work time is spent onsite at assigned child care centers where children are present, with noise, activity, and interruptions typical of early childhood environments
- Must be able to transport enrollment documentation and materials between offices and centers as needed to support enrollment operations and compliance activities
- Travel: Up to 75% (regionally)
Schedule: Monday – Friday, 8-hour shift between the hours of 8am - 6pm
What We Offer
- Medical, Dental, and Vision Benefits
- 401(k) Retirement plan and Employee Assistance Program (EAP)
- Personal Health Advocate
- Paid vacation, sick time, and holidays
- Commuter pre-tax benefit
- Discounted childcare
- Access to the Calm app
- Tickets at Work employee discounts
Qualifications
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Education
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Licenses & Certifications
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Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.