Outreach and Enrollment Coordinator

The Outreach and Enrollment Coordinator is a key member of an administrative team that works together to support the mission and values of the Tots Of Love. The Enrollment Coordinator is responsible for maintaining optimum enrollment of early learning (infants through preschool age) and school-age (After entry into first grade) programs to support center operations. The Outreach and Enrollment Coordinator is the first point of contact for many families and is able to effectively promote and articulate the value of Tots Of Love’s early learning and school-age programs.

Essential Functions

1. Administrative Responsibilities:

Enrollment:

• Schedule and conduct tours and intake interviews
• Maintain and manage waitlists
• Enter or assign entry of family data in database
• Produce monthly enrollment and scheduling reports for Program Director, Site Directors, and Program Coordinators
• Create and ensure supply of enrollment packets

Ongoing Enrollment Management:

• Regularly visit classrooms and consult with teachers and the Program Coordinators to manage placement and transitions of children in the early learning program
• Produce monthly memo to alert teaching staff to planned transitions.

Child Files:

• Ensure organization and accurate data entry of all files required by California Department of Social Services (CDSS), California Department of Education (Dept. of EDU), Raising Quality Together (RQT) or other licensing/accreditation entities.

Tuition Accounts:

• Consult at least monthly with Program Director and/or Executive Director to ensure accurate billing on tuition accounts and deposits.

Family Support:

• Orient families to Tots Of Love program, practices and philosophy o Field parent concerns and work with families, teachers, program coordinators and administrators to achieve positive outcomes
• Maintain resources for families with special needs or in crisis

Parent Involvement:

• Support Tots Of Love’s participatory approach to child care.
• Serve as staff liaison to the Parent Involvement Committee and Room Parent meetings
• Promote parent volunteer opportunities
• Ensure maintenance of Parent Advisory Committee (PAC) records and reporting to parents at least quarterly. Consulting with Accounts Manager to ensure payment from families that have not completed the PAC obligation.
• Maintain or assign maintenance of parent e-mail lists
• Playgroups:
• Support, supervise and recruit community playgroup leaders

2. Team-Centered Responsibilities

Team Leadership:

• Actively participate in regularly scheduled administrative team meetings.
• Consult frequently with the Executive Director and take proactive measures to address concerns as they arise.

Supervise Administrative Assistant:

• Plan supervision to ensure data and file maintenance for enrollment, licensing, PAC and CDSS tasks, and provide for support of other administrative staff as requested.

Child Outcomes:

• Work with Early Learning Program Coordinators and Site Directors to ensure accurate data collection and entry to support initiatives of CDSS

3. Organization-Centered Responsibilities

Center-wide Events:

• Coordinate with Program Coordinators, planning for family social, recreational or educational activities.

Picture Days:

• Schedule and manage “Picture Days” in late fall for early learning classrooms.

Communications:

• Produce annual “Keep in Touch” directory for families
• Post family birth announcements
• Stay abreast of what’s happening in the center and keep families informed with updated bulletin boards, important notices, etc.
• Be aware of policy, guidelines or other changes by reviewing items on bulletin board and or distributed in mailboxes or via e-mail

Fundraising:

• Encourage staff and families to participate in fundraising activities.
• Assist in preparation of grant applications as requested
• Assist as needed with fundraising events

4. Individual Responsibilities:

• Arrive on time for work or contact the Center when delayed
• Be reliable in attendance and give ample notice for absences
• Come to work with a positive attitude
• Approach criticism with a learning attitude
• Communicate directly and avoid gossip
• Be flexible in scheduling to meet the needs of the overall program
• Demonstrate honesty, integrity and commitment to confidentiality
• Show initiative in problem solving and be open to new ideas
• Approach challenges with imagination and a sense of humor
• Create a welcoming, positive environment center-wide by:
• Being actively engaged with childrenBeing friendly, warm and affectionateUsing appropriate voice and tone

• 5. Additional Skills
• Able to work independently with close attention to detail
• Excellent communication skills, verbal and written
• Able to identify priorities, plan work schedule, meet deadlines
• Able to manage multiple tasks and frequent interruptions
• Basic computer skills and familiarity with word processing, spreadsheet and database programs.

6. Qualifications

BA in ECE, Education or Social/Human Services with 2 years of successful administrative experience, preferably in an early childhood setting. Candidates with an AA must have 4 years of administrative experience.

7. Professional Development

PDR: Each full-time employee is required to obtain 24 hours of professional development per calendar year and set annual goals

Workshops and/or Educational Courses: Attend workshops or courses as requested or required. Share information from these workshops with other members of the administrative team, as appropriate.

8. Physical Requirements and Work Environment

Able to work flexible hours, occasional evenings or weekends, in fast paced environments, noisy rooms/ areas (with children in attendance), and travel to all site locations with the organization (travel time is unpaid)

Declaration: The foregoing description of duties and responsibilities is not a complete description of the responsibilities and duties that are assigned to the Outreach and Enrollment Coordinator and should not be interpreted as such.

Job Types: Full-time, Part-time

Pay: $23.00 - $28.00 per hour

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $23 - $28