Enrollment & Administration Clerk

Description

Join our Team: Enrollment & Administration Clerk

About It Takes A Village Family of Schools (ITAV):

ITAV is a beacon for educating and loving Black children. We provide a comprehensive, culturally responsive social justice education and life-empowering social services. At ITAV learning is fun and transformative, teaching is innovative, and knowledge is not bound by the walls of the classroom. Students, staff, and families are empowered to be civically engaged and make positive change by addressing local, national, and global issues.  

Role:
The Early Childhood Education Programs department of ITAV is seeking an experienced Enrollment & Administration Clerk. This role is crucial in ensuring that our Early Learning Centers meet all requirements for Enrollment, Recruitment, Selection, Eligibility, and Attendance (ERSEA) with a specific focus on compliance with Early Head Start, Head Start, and DFSS Preschool for All funding requirements. This role will also collaborate closely with the  Family Support team of the Village Wellness Center to connect ITAV families to comprehensive support services, promoting optimal health, development, and well-being.

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Essential Duties and Responsibilities:
 

Enrollment and ERSEA Responsibilities

• Lead efforts to recruit and enroll children, maintaining full program capacity by managing inquiries, waitlists, and outreach.
• Guide families through the enrollment process, ensuring all eligibility documentation is complete and compliant with Early Head Start, Head Start, and DFSS Preschool for All requirements.
• Maintain accurate and timely data in enrollment systems (e.g., COPA, Lineleaders) and prepare reports on attendance, meal counts, and enrollment.
• Monitor student attendance, implement follow-up protocols for absenteeism, and encourage regular participation.
• Represent ITAV at community recruitment events and other community engagement activities.

Reception and Administrative Responsibilities

• Serve as the first point of contact for visitors, families, and staff, cultivating a welcoming environment that reflects ITAV’s values.
• Manage incoming calls, messages, and mail, ensuring timely communication and accurate information dissemination.
• Oversee the visitor sign-in process and ensure a visually appealing and organized reception area.
• Support parents’ engagement in educational events by facilitating communication and providing logistical support.
• Maintain staff and student files, ensuring accuracy, confidentiality, and compliance with organizational policies.
• Assist with package deliveries, inventory organization, and distribution.
• Provide administrative support to Site Directors

Cross-Functional Collaboration

• Work closely with the Family Support team to connect families to support services and resources.
• Support administrative projects and special tasks assigned by the Site Director or other leaders.
• Log family interactions and case notes within 24 hours to ensure comprehensive documentation.

Why Join Us?

• Impact: Make a significant difference in the lives of children and families in the communities we serve.
• Growth: Opportunities for professional development and advancement within a supportive and mission-driven organization.
• Community: Be part of a dedicated team that values collaboration, innovation, and the collective impact of our work.

Location(s): ITAV Early Learning Center, West Humboldt Park

Position Type: Full-Time

Salary Range: $38,000 - $43,000
 

Qualifications

Required Education and Experience:

• High school diploma or equivalent required with at least 3 years of relevant experience in enrollment, administration, or customer service, ideally in an early childhood or education setting.
• Associate degree in Early Childhood Education, Business Administration, or a related field preferred.
• A bachelor’s degree in a related field is a plus but not required.
• Bilingual proficiency in English and Spanish is required to effectively engage with diverse populations and meet the needs of our community.

Who You Are:

• A committed advocate - passionate about social justice and education equity, with a deep commitment to improving access to education for underrepresented communities.
• A meticulous organizer - with exceptional organizational skills with the ability to manage complex processes and multiple priorities efficiently.
• A skilled communicator - excellent verbal and written communication skills, capable of engaging effectively with diverse audiences, including families, community partners, and government agencies.
• A resourceful problem-solver - Proficient in navigating challenges with innovative solutions and a proactive approach to addressing potential obstacles.

Ready to Make a Difference?

If you’re inspired to make a difference in the lives of families and are ready to lead our efforts in providing comprehensive support services, we’d love to hear from you. To apply, please upload your cover letter and resume here.

Compensation and Benefits Package:

• Competitive, transparent payscale aligned with local public schools
• 80% employer contribution of medical benefits
• Dental, Vision, and Life Insurance
• 3% 401(k) company match
• Up to $10,000 in annual tuition assistance 
• Targeted, ongoing professional development
• International travel opportunities with students
• Opportunities for leadership, growth, and meaningful impact

Salary : $38,000 - $43,000