Admissions & Enrollment Intake Specialist

Mission Neighborhood Centers•San Francisco, CA

2d•Onsite

About The Position

Under the supervision of the Admissions & Enrollment Manager, the Admissions & Enrollment Intake Specialist executes ERSEA requirements by recruiting families into the Early Education program and ensuring they meet eligibility and selection criteria before enrollment. The role requires knowledge of community resources, a compassionate approach to working with children and families, and the ability to serve families from diverse economic, social, ethnic, and linguistic backgrounds. The position works with managers, coordinators, and specialists to integrate Head Start/Early Head Start services for children and families. The specialist provides customer service and application support; conducts eligibility screenings, interviews, and intakes; processes applications and enrollment decisions; supports recruitment and waitlist management; generates reports; and maintains accurate information in Child Plus and other required databases. The role also involves travel to centers for training, technical assistance, and file reviews, participation in meetings and trainings, and collaboration on ERSEA systems and records. The position requires maintaining confidentiality, following safety policies, and working effectively as part of a team. The role requires a bachelor’s degree or higher in a related Human Services field and at least three years of experience or an equivalent combination of education and experience. Applicants must be fluent in English and Spanish and meet the listed health screening, fingerprinting, immunization, vaccination, CPR/First Aid, and California driver’s license requirements. Pay is $29.00–$31.00 per hour. The position is located at MNC Mission Campus.

Requirements

Bachelor’s degree or higher in a related Human Services field, such as Human Services, Social Science, Sociology, Family Studies, Counseling, Family Development, or Family Systems Theory.
At least 3 years of experience or an equivalent combination of education and experience.
Fluency in English and Spanish.
Current physical health screening, repeated every two years.
Fingerprinting clearance through the Department of Justice.
Current immunizations for TB, influenza, MMR, and pertussis, kept current.
Proof of full COVID-19 vaccination.
Child Abuse Index clearance.
Current CPR and First Aid certificate, renewed every two years.
Valid California driver’s license, current auto insurance, and a clean driving record.
Ability to attend funder-required trainings, which may occur in the evenings or on weekends.
Excellent customer service skills, professional attitude, personal integrity, maturity, and business judgment.
Ability to work independently, multitask, prioritize tasks, meet deadlines, give presentations, and maintain confidential information.
Strong written and verbal communication skills.
Ability to remain organized and thrive in a team-oriented environment.
Ability to remain tactful under pressure and communicate professionally in a multicultural setting.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, and Internet Explorer.
Ability to set priorities and performance standards and develop plans for completing work.
Ability to maintain the highest level of confidentiality when handling client records.
Ability to sit approximately 80% of the time, walk 10%, and stand 10%; frequently use hands and fingers to type or handle, feel, and operate objects; occasionally lift or move up to 30 pounds and reach with hands and arms; and frequently speak and listen.
Ability to meet the role’s vision requirements, including close, distance, and color vision, peripheral vision, depth perception, and ability to adjust focus.

Responsibilities

Provide exceptional customer service and represent the company professionally.
Build respectful, trusting, supportive, and professional relationships with families and staff.
Manage the main phone line, answer questions about early care services, and guide families through the application process.
Maintain confidentiality of child and family records, organize documentation, and complete eligibility case notes according to procedures.
Explain infant, toddler, and preschool services, school readiness preparation, eligibility requirements, enrollment regulations, ERSEA policies, and Head Start/Early Head Start Performance Standards to families and community members.
Conduct intake screenings and interviews to verify age, income, residence, and applicable automatic eligibility categories in accordance with federal and state requirements.
Help families obtain eligibility documentation and connect them with resources, including support with establishing a medical home and documenting child vaccines when needed.
Support families from recruitment, screening, and intake through enrollment and, when needed, throughout their program enrollment.
Process applications accurately and promptly; assign priority points and verifications according to approved guidelines and income requirements.
Ensure child and family selections follow current enrollment criteria and Head Start/Early Head Start eligibility procedures.
Enroll families into program vacancies and determine eligible contract hours for applicable programs and requirements.
Self-monitor completed intakes daily to ensure accuracy.
Work with Early Learning Scholarships representatives to identify vacancies, contact and screen families on waitlists, and follow up to complete applications; use other program-approved recruitment and screening platforms as applicable.
Contribute to the annual ERSEA Recruitment Plan and Calendar of Activities and updates.
Recruit families most in need of services, including previously underserved populations in the assigned service area, and coordinate recruitment efforts with the admissions and family services team.
Participate in canvassing, mailings, presentations, interviews, community outreach, follow-up with new inquiries, resource fairs, and other recruitment events as requested.
Speak to neighborhood groups to build community communication and rapport and publicize available supportive services.
Work with the Admissions and Enrollment Manager to develop mixed-income options and recruitment strategies and maintain the waitlist.
Monitor waitlists for all HS/EHS sites and help fill vacancies, maintaining a minimum 20% waiting list through the program year.
Generate ERSEA eligibility and enrollment reports at least monthly.
Enter intake applications and screening information accurately in Child Plus and tracking spreadsheets.
Enter individual child data accurately in the Child Plus CDE 801-A section and the CDE CDMIS database.
Monitor daily vacancy and transfer inventory; process change-of-status forms, enrollments, and re-enrollments within expected timelines.
Communicate with admissions and family services specialists to obtain and process required documentation.
Enter and monitor data in the Program Information Report (PIR).
Complete administrative tasks and other duties as assigned, including maintaining and updating ERSEA forms and helping develop ERSEA systems and records.
Travel to centers for training, technical assistance, file reviews, and meetings.
Participate in staff meetings, in-service sessions, and trainings, including funder-required trainings that may occur in evenings or on weekends.
Meet with the supervisor as needed to report, problem-solve, and plan position responsibilities.
Follow company safety policies, use personal protective equipment, and promptly report safety issues, accidents, or injuries.
Interact positively with team members, facilitate positive change, share responsibilities, provide cross-training, and work with the supervisor to address department issues or concerns.