Data and Enrollment Specialist

Data and Enrollment Specialist

YWCA Jamestown – OCFS School-Age Child Care Programs

Reports To: Associate Director

FLSA Status: Non-Exempt

Schedule: Full-Time (35 hours per week)

Pay: $17.52/hour

Position Summary

YWCA Jamestown is seeking a highly organized, detail-oriented, and mission-driven Data and Enrollment Specialist to support the administration and compliance needs of our OCFS-licensed School-Age Child Care (SACC) Programs.

This position is responsible for the collection, maintenance, tracking, and reporting of program enrollment and operational data to ensure compliance with New York State Office of Children and Family Services (OCFS) regulations, grant requirements, and organizational standards. The Data and Enrollment Specialist will collaborate with program leadership, site coordinators, families, and school partners to maintain accurate enrollment records, attendance documentation, and required reports across all after school program locations.

This role directly supports the mission of the YWCA to eliminate racism, empower women, and promote peace, justice, freedom, and dignity for all by helping ensure accessible, high-quality, and accountable programming for children and families in our community.

Essential Duties and Responsibilities

Enrollment & Family Records Management

• Coordinate enrollment processes for all OCFS School-Age Child Care program sites
• Collect, review, and maintain required enrollment documentation in compliance with OCFS regulations and organizational policies
• Maintain accurate and current participant files, enrollment rosters, waitlists, emergency forms, attendance records, and related documentation
• Monitor enrollment capacities and support leadership with tracking site utilization and staffing ratios

Data Collection & Compliance

• Collect and accurately enter participant, attendance, staffing, and program data into designated databases and reporting systems
• Ensure timely and accurate submission of required data for OCFS, grants, contracts, and other funding sources
• Conduct regular audits of enrollment and attendance records to ensure compliance with OCFS regulations and organizational standards
• Maintain confidentiality and security of child and family records in accordance with agency policies and applicable laws

Reporting & Administrative Support

• Develop and prepare required daily, weekly, monthly, quarterly, and/or annual reports
• Assist leadership with program reporting related to enrollment, attendance, demographics, outcomes, and grant compliance
• Maintain organized digital and physical filing systems for all program records
• Assist with data analysis and reporting to support program planning, evaluation, and continuous quality improvement efforts

Collaboration & Communication

• Work closely with program leadership, site coordinators, and administrative staff to ensure consistency in enrollment and data collection procedures
• Provide guidance and support to site staff regarding documentation requirements and reporting procedures
• Participate in staff meetings, trainings, and professional development opportunities as required
• Support agency initiatives and special projects

Qualifications

Education & Experience

• Preferred Associate degree or higher in business administration, education, human services, data management, or related field
• Experience in administrative support, enrollment coordination, data management, or related work
• Experience working in or with OCFS-licensed child care, youth development, educational, or nonprofit settings preferred

Knowledge, Skills & Abilities

• Knowledge of or ability to learn OCFS School-Age Child Care regulations and compliance requirements
• Strong attention to detail and commitment to accuracy
• Proficiency in Microsoft Office Suite, particularly Excel and database systems
• Excellent organizational, time management, and problem-solving skills
• Strong written and verbal communication skills
• Ability to manage confidential information with professionalism and discretion
• Ability to work independently and collaboratively in a fast-paced environment

Working Conditions

• Primarily office-based with periodic travel to program sites as needed
• May require occasional evening hours during enrollment periods or reporting deadlines

Physical Requirements

• Ability to sit and work at a computer for extended periods
• Ability to lift and carry up to 15 pounds occasionally

YWCA Jamestown is an inclusive workplace for people of all backgrounds and walks of life. We strongly encourage applications from people of all races, religions, national origins, genders, sexual orientations, gender identities, gender expressions, and ages, as well as veterans and individuals with disabilities. Some candidates may see the job requirements and feel discouraged because they don’t match every instance – we suggest they apply anyway. If you believe this is a role that you’ll be excited to work in every day, want to be a part of our culture and great organization, and will be relentless about social justice and equity, please apply.

YWCA Jamestown is an Equal Employment Opportunity Employer and will not discriminate against an applicant or employee on the basis of race, color, religion, sex (including pregnancy), national origin, age, disability, sexual orientation, gender identity and gender expression, genetic information, marital status, status as a covered veteran, or any other legally recognized protected basis under federal, state, or local laws, regulations, or ordinances. Further, the YWCA will provide reasonable accommodations to the known disabilities of applicants and employees.

Pay: $17.52 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Education:

• Associate (Preferred)

Work Location: In person

Salary : $18