What are the responsibilities and job description for the Enrollment Coordinator position at Seattle Institute for Early Childhood Development?
About Hilltop Children’s Center
Hilltop Children’s Center is a nonprofit early learning organization committed to providing high-quality, inclusive, and developmentally appropriate care for children and families. We value strong relationships, equity, transparency, and community partnership, and we believe children thrive when families feel supported and welcomed.
Position Summary
The Enrollment Coordinator plays a critical role in ensuring stable enrollment, reporting data, creating positive family experiences, and smooth admission processes at Hilltop Children’s Center. This role serves as the primary point of contact for prospective families, manages enrollment systems, subsidies, billing, waitlists, and collaborates closely with the program team to support classroom staffing and enrollment goals.
The ideal candidate is highly organized, warm, welcoming, detail-oriented, and comfortable balancing data, communication, and relationship-building.
Pay & Benefits
This full-time position offers a salary of $60,000–$64,000 per year (approximately $30–$32 per hour) and a comprehensive benefits package including medical, dental, vision, life insurance, childcare benefit, and retirement (IRA).
Key Responsibilities
Family Engagement & Communication
- Serve as the first point of contact for prospective families via phone, email, tours, and online inquiries
- Schedule and conduct family tours (in-person)
- Clearly communicate Hilltop’s philosophy, programs, policies, and enrollment process
- Support families through the enrollment and onboarding process with warmth and clarity
Enrollment Management
- Manage enrollment pipeline, waitlists, and classroom availability
- Track enrollment data to support capacity planning and financial sustainability
- Coordinate start dates, transitions, and withdrawals in collaboration with program leadership
- Maintain accurate and up-to-date child and family records
- Partner with Program Coordinators for alignment
- Communicate crucial information to educators and administrators regarding children’s: allergies, court orders, preferences, medical requirements
Administrative & Systems Support
- Oversee enrollment systems, databases, and required documentation
- Ensure compliance with licensing, subsidy, and organizational requirements related to enrollment
- Process enrollment agreements, tuition schedules, and required forms
- Serve as an opening and/or closing administrator for the center as assigned, ensuring the facility is prepared for daily operations, safety checks are completed, and the site is secured at the end of the day in accordance with center procedures.
- Collaborate with finance and leadership on tuition billing and subsidy coordination as needed
Oversee daily front office operations and ensure a welcoming environment
- Manage phone, email, and in-person communications
- Maintain organized records, supplies, and office systems
- Support billing, documentation, and administrative reporting
- Coordinate calendars, events, and internal communications
- Assist leadership with administrative projects and compliance documentation
Collaboration & Center Support
- Work closely with Program Team, teachers, and administrative staff to align enrollment with classroom needs
- Support equitable access to enrollment and uphold Hilltop’s values around inclusion and diversity
- Assist with enrollment-related reporting, audits, and data requests
- Participate in center events, family orientations, and community outreach as needed
Qualifications
- Experience in enrollment, admissions, administrative coordination, or family-facing roles (childcare or education preferred)
- Proficient using Excel to accurately track and manage enrollment data, including maintaining classroom rosters, updating waitlists, tracking openings, scheduling and facilitating tours, and tracking subsidy information.
- Utilize spreadsheets to organize and update enrollment records, generate reports, and ensure timely communication and coordination across classrooms and administrative staff.
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Ability to facilitate tours and clearly communicate program offerings, policies, and enrollment procedures.
Preferred Qualifications
- Experience working in early learning, childcare, or nonprofit settings
- Familiarity with Washington State licensing or subsidy systems (or willingness to learn)
- Experience working with diverse families and communities
Core Competencies
- Relationship-building and customer service
- Confidentiality and professionalism
- Systems thinking and follow-through
- Effective and appropriate communication skills
- Equity-minded and family-centered approach
- Commitment to Hilltop’s mission, values, and children-first approach
Salary : $30 - $33