Admissions and Financial Assistance Specialist

Description

Note: This position requires that the candidate can fluently speak and write both English and Haitian Creole.

Our Mission 

Horizons for Homeless Children is a local non-profit dedicated to improving the lives of young children experiencing homelessness in Massachusetts and helping their families succeed by providing high-quality early education, opportunities for play, and comprehensive family support services. To support our mission, we also advocate on behalf of young children, train educators and human services providers, and provide research on the impact of early education on children experiencing homelessness. Our staff of over 100 dedicated people are a passionate, diverse, and playful group. At Horizons, each team member is an important part of our mission. 

Summary of Position 

As the Admissions and Financial Assistance Specialist, you’ll be a member of our highly skilled and dedicated Admissions and Financial Assistance team. You’ll work closely with shelters, families, your team, and our Center’s Leadership Teams to ensure that children between the age of 0-5 years and families are enrolled in services at Horizons and funding is secured. It’s important to note that communicating with families in is an essential part of this role for our parent community and we are seeking a bilingual candidate who speaks both English and Haitian Creole or Spanish. As someone who is highly motivated, detail-oriented, and compassionate, we’re confident that you will be set up for success. 

Responsibilities 

Enrollment Management 

• Maintain an updated waitlist by managing referrals, adding new families, and removing ineligible ones. 

• Coordinate transitions for families from the waitlist into open classroom slots. 

• Uphold strict confidentiality in line with center policies. 

• Collaborate with the team to identify current and future classroom openings. 

• Serve as the initial contact for shelter workers and referred families, offering detailed program descriptions and setting expectations. 

• Conduct respectful and personalized intake meetings with new families. 

• Facilitate handoff meetings with the center’s administration team. 

Childcare Subsidy Management 

• Assist in assessing families' eligibility for funding sources and complete childcare subsidy processes, ensuring accurate paperwork submission. 

• Support families in maintaining timely voucher renewals. 

• Assist families in transferring their financial assistance to another program if needed. 

• Stay updated on Massachusetts Childcare Financial Assistance policies and procedures, attending necessary trainings. 

Case Management 

• Manage a caseload of approximately 40-55 families, adjusted based on current enrollment. 

• Ensure families on the caseload are updated on all Horizons, ABCD, and Boston Public Schools Universal Pre-K paperwork and applications. 

• Aid families in completing Boston Public Schools Universal Pre-K applications and enrollment verifications. 

• Counsel families transitioning out of the program on Kindergarten options. 

• Ensure timely kindergarten registration and application completion for our students. 

Data Management 

• Ensure timely entry of data into multiple systems required by EEC, Head Start, and Boston Public Schools Universal Pre-K, including applications, attendance, and intakes. 

• Oversee the maintenance of children’s files. 

• Assist in conducting internal audits to maintain program compliance with EEC, ABCD, and CACFP contracts. 

• Perform other assigned duties as needed. 

Workspace 

This is a 40-hour-a-week, full-time position. The work you will perform is largely sedentary, taking place at a desk, in a cubicle, in an office setting working alongside others. There is a large staff room with indoor and outdoor space for breaks as well as a designated quiet room. Our beautiful office space is located:  Edgerley Family Horizons Center at 1785 Columbus Ave, Roxbury, MA. 

Starting salary range, compensation, and benefits

$62,000-$65,500  is the starting salary range for our Admin Coordinator II level roles. Your starting salary will fall within that range depending on your competencies, experience, and skillset.

Your total compensation package includes the following benefits:

• Health coverage options designed to be as comprehensive and affordable for you as possible, with Horizons covering between 70-75% of premiums (a value that ranges from an additional $8,000 – 20,000 per year based on your enrollment choices).
• While you have a choice between an HMO and PPO plan for medical coverage, most employees pay $76 for individual, $147 for 2-person, or $288 for family coverage per bi weekly paycheck and never pay more than $300 for individual or $600 for 2-person/family toward deductibles.
• Paid leave coverage is offered through Massachusetts’ Paid Family and Medical Leave. Horizons covers both medical and family contributions at 60% (100% for employees who earn less than $50,000 annually) with up to 26 weeks of paid leave available based on eligibility and approval.
  • Horizons’ additionally offers 1 week for paid parental leave for welcoming a child into your family through birth, foster, or adoption, that often covers the waiting period for PFML to begin.
• Visit The Benefits of Working at Horizons for more details on the rest of our benefits package

Qualifications

Qualifications 

Education and Experience 

• At least 2 to 4 years of relevant professional experience 

• Experience working with homeless and/or at-risk families strongly preferred, within the shelter system a plus. 

• Prior experience in social work, social services, or other human service fields a plus; knowledge of the childcare funding and financial system a plus. 

• Fluency in English and Haitian Creole or Spanish, verbal and written, required. 

• Knowledge of Early Childhood Education/Head Start highly preferred. 

• Data entry or database experience, preference for My Head Start, Quickbase, and CCFA experience. 

Knowledge, Skills and Abilities 

• Commitment to a strength-based, culturally competent, collaborative approach to working with families and colleagues. 

• Capable of managing multiple projects with meticulous attention to detail in fast-paced, deadline-driven environments.  

• Proven proactive problem-solving skills, comfortable working independently and collaboratively within teams.  

• Effective at communicating complex information clearly and effectively to diverse audiences. 

• Capable of adapting to diverse backgrounds, promoting inclusivity and fostering collaboration. 

• Tech-savvy and enthusiastic about learning new database management skills through continuous training. 

• Skilled in organizing and coordinating tasks across teams, prioritizing efficient project and task management.  

• Applies critical thinking to analyze issues, solve problems, and make well-informed decisions. 

• Initiates clear communication and promotes cohesive teamwork within teams.  

• Demonstrates professional reliability, building trust and credibility within the organization.  

• Passionate about advancing Horizons' mission and embodying core values of Collaboration, Inclusivity, Innovation, and Passion. 

• Demonstrates core competencies that are critical to success across Horizons (Communication, Collaboration, Cultural Competency, Growth Mindset, and Mission-Driven Excellence). 

Salary : $8,000 - $20,000