Enrollment Coordinator

Position Title: Enrollment Coordinator

Job Code: Full-Time

Overtime Status: Exempt

Department: Program            

Location: Omaha, NE

Reports To: Director of Enrollment

Number of People Supervised: 0

Salary Range:  $43,888 - $45,743

POSITION PURPOSE,

The primary function of this position is to ensure that volunteers and youth are appropriately enrolled and matched while executing a high degree of independent judgment when utilizing BBBS standards and practices. A high-level of customer service, focusing on volunteer options and youth safety, is to be demonstrated throughout the volunteer and youth enrollment and matching process.  

Performance Measures: A successful Enrollment Coordinator will produce positive outcomes in the following areas: volunteer yield and processing time; youth and parent/guardian processing time, and quality assurance.  

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ESSENTIAL DUTIES AND RESPONSIBILITIES

Conduct client enrollment: 

• Conduct home or virtual interview with the youth, as well as the parent/guardians, using a structured interview and record information using a laptop
• Explain safety information to youth and their families 
• Document red flags that may pose problems for the eligibility or success of the youth
• Organize and upload all information from the interview into a database management system; enter and review all other relevant information into database.
• Obtain paperwork from school regarding youth’s classes, grades, absences, and tardiness.
• Obtain counseling and/or therapy reports when appropriate.
• Approve or deny applicants
• Assess youth’s interests and personality using the interview and structured worksheets

Assess volunteer “fit” with BBBS:

• Conduct home or virtual interview with the volunteer using a structured interview and record information using a laptop
• Explain safety policies and ensure that safety requirements are met by conducting a house inspection, if necessary
• Assess eligibility, fit with the program, and safety of the volunteer and the home environment
• Organize and upload all information from the interview into a database management system
• Assure all other required material have been attained from applicant (e.g., valid driver’s license, vehicle insurance, background check, application fee)
• Obtain counseling and/or therapy reports when appropriate
• Follow-up on references provided by the applicant 
• Approve or deny applicants
• Assess volunteer interests and personality using the interview and structured worksheets

Establish matches:

• Use management database to organize youth based on their compatibility with incoming volunteers
• Attend weekly matchmaking meetings with other Enrollment and Match Coordinators to create matches between Bigs and Littles
• Pass on relevant information regarding the youth and volunteer to Match Support Specialists
• Meet with the Director of Enrollment to discuss any problems with volunteers, youth, or families
• Research safety issues that may be of concern when visiting the homes of volunteers, youth and families.
• Update interview questions, reference questionnaires, parent/guardian orientation information tools (e.g., booklets, pamphlets, videos), and other worksheets as needed
• Assess why matches close by reviewing the volunteer’s and youth’s files and discussing the termination with the Match Support Specialist 
• Ensure that all volunteers have completed pre-match training prior to being accepted
• Attend and help promote agency match activities as specified. 
• Participate in trainings and/or continuing education on relevant material for professional development.
• Support, and collaborate with, other departments, including program, development, and Mission Support, along with the agency’s Employee Development efforts, to accomplish organization goals.
• Other duties as assigned by supervisor or CEO.

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EDUCATION & RELATED WORK EXPERIENCE

Education Level: Minimum Bachelor’s degree in social work, psychology, family science, or related fields; advanced degree preferred.

Related Work Experience: Interviewing & assessment experience with youth and adult populations; understanding of family dynamics.

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SKILLS AND KNOWLEDGE

Required

• Knowledge of the components of a successful relationship.                   
• Skill in using a computer.          
• Skill in oral and written communication.          
• Social perception skills.             
• Observational skills.     
• Organizational skills and attention to detail.   
• Ability to effectively communicate and share information with other BBBS staff.           
• Ability to improvise.     
• Ability to make people feel open and comfortable.        
• Ability to keep a flexible work schedule.            
• Ability to relate to people of different backgrounds.    
• Ability to work independently. 
• Ability to represent BBBS in a positive and professional manner.              
• Ability to make crucial decisions based on limited or conflicting information.     
• Ability to avoid personal bias when making decisions. 
• Ability to communicate effectively with youth.                            
• Ability to multitask.     
• Ability to remain calm and professional in difficult, stressful, or emotionally charged situations.            
• Ability to listen attentively.      
• Ability to translate what is heard, observed, or assessed into documentation that is accurate, concise, and clear.      
• Ability to demonstrate ethical decision-making.           
• Ability to collect meaningful data and draw solid conclusions.

Preferred

• Knowledge of database management. 
• Skill in using a scanner.
• Creativity.                        
• Comfortable with public speaking.

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TRAVEL REQUIREMENTS/WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

25% of the time will be spent on travel in the service area, Must have car, valid driver’s license, and meet state required automobile insurance minimums; Hybrid office environment; Flexible work hours to meet customer and agency needs, including evenings and occasional weekends.

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CORE COMPETENCIES & HIGH-PERFORMANCE INDICATORS

Resilience & Flexibility: Able to interpret situations and information objectively when stressed; remain calm and professional in potentially difficult or emotionally charged interpersonal interactions; maintain high productivity in stressful situations; maintain high performance in the face of setbacks or changing circumstances; view failures objectively and rebound quickly; work to clarify situations where information or objectives are ambiguous.

Communication - Verbal and Written: Able to practice active and attentive listening skills to verify understanding; adapt communication content and delivery to individual needs; proactively inform others about developments relevant to the team; openly and diplomatically express opinion, even when different from that of others; translate what is heard, observed or assessed into documentation that is accurate, concise, and clearly communicates key information to others with a need to know.

Decisiveness & Judgment: Able to demonstrate good and ethical judgment in routine, day-to-day decisions; independently make decisions and take action, even in non-routine situations; consider impact of various options when making decisions; use good judgment in deciding whether to make a decision or escalate it to a supervisor for additional consultation; use an awareness of formal and informal decision-making channels to achieve desired results.

Gets Results: Able to demonstrate high personal work standards and a sense of urgency about results; do everything possible to

meet goals and deadlines without sacrificing quality; persist in the face of changing circumstances; accept responsibility for the outcomes of his/her own work.

Customer Focus: Able to build strong working relationships with internal and external customers; identify unexpressed customer needs and potential services to meet those needs; independently anticipate and personalize communication/approach to fit different perspectives, backgrounds or styles of individuals; prioritize work in alignment with the needs of the customer; use customer knowledge and feedback to improve own work results.

Problem Solving & Analysis: Able to gather appropriate data and diagnose a situation before taking action; separate causes from symptoms; apply lessons learned from others who encountered similar problems or challenges; anticipate problems and develop contingency plans to deal with them; develop and evaluate alternative courses of action.

Strategic Alignment: Able to align own work objectives with the organization's strategic plan or objectives; take organizational priorities into consideration when making choices and trade-offs in own work; act with an understanding of how the community affects the business and how own actions and decisions affect other jobs or outcomes; maintain perspective between the overall picture and tactical details.

Valuing Diversity:  Able to seek out and work effectively with others who have diverse perspectives, talents, backgrounds, and/or styles; contribute to a team climate in which differences are valued and supported; challenge any stereotyping or offensive comments; seek and respond to feedback from others about own behavior that might be perceived as biased.

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Equal Employment Opportunity

BBBSM provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, gender identity, or non-disqualifying physical or mental handicap or disability.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law. 

Job Responsibilities

The statements above reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties & responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSM may change the specific job duties with or without prior notice based on the needs of the organization.