Early Learning Enrollment and Eligibility Manager

Peninsula Family Service•San Mateo, CA

2d•$105,000 - $120,000•Hybrid

About The Position

Peninsula Family Service (PFS) is a nonprofit organization dedicated to supporting children, families, and older adults. As a leading provider of infant, toddler, and preschool programs, PFS also offers services in financial empowerment, employment, and older adult support. Founded in 1950, PFS has a 75-year history of fostering stability, resilience, and well-being. The organization values Ownership, Proactive Engagement, and Continuous Learning and Adaptability, emphasizing community, service, and teamwork. The Enrollment and Eligibility Manager is responsible for maintaining a minimum of 92% enrollment across 10 sites. This role requires a deep understanding of the enrollment and revenue terms for Early Learning contracts, particularly those funded by Early Head Start, the California State Preschool Program, and the California General Child Care and Development Program. The manager will oversee family outreach, eligibility determination, enrollment accuracy, and database updates for weekly reporting. Additionally, they will collaborate with the Marketing Communications team to develop and execute enrollment marketing campaigns, community outreach strategies, recruitment materials, and targeted initiatives to boost inquiries, applications, and enrollments.

Requirements

Bachelor's degree in Early Childhood Education, Child Development, Business Administration, Human Services, or a related field, or equivalent professional experience.
3 or more years of experience in enrollment management, eligibility determination, or contract compliance within a publicly funded early learning, childcare, or human services program.
Demonstrated knowledge of Early Head Start, California State Preschool Program, and California General Child Care and Development Program enrollment, eligibility and reporting requirements.
Experience with enrollment management or student information systems, and proficiency with spreadsheet and reporting tools.
Strong understanding of funding-based reimbursement rules, including certified-schedule and full-time/part-time determinations.
Submit and maintain a clear Criminal Background Check and Fingerprinting.
Submit and maintain evidence of a current negative Tuberculin test and health report prior to hire.
Ability to communicate effectively in English, both verbally and in writing, with staff, families, partners, and leadership.
Verification to legally work in the United States, updated as required.
Regular travel between program sites required.
Highly detail-oriented with strong data accuracy habits.
Ability to translate complex contract and funding rules into clear, consistent practice.
Strong organizational and time-management skills to meet weekly and monthly deadlines.
Comfortable communicating enrollment status and risks clearly to senior leadership.
Collaborative approach to working with Finance, Compliance, and site teams.

Nice To Haves

Master's degree in a related field.
Experience with Power BI or similar data-dashboard tools.
Prior experience supporting California Department of Education monitoring or audits.
Bilingual in English and Spanish or other languages relevant to the community.

Responsibilities

Own enrollment and maintain a minimum of 92% enrollment across 10 sites.
Understand the terms and conditions around enrollment and revenue of Early Learning contracts.
Serve as the primary point of ownership for enrollment and eligibility data across all Early Learning sites funded by Early Head Start, the California State Preschool Program, and the California General Child Care and Development Program.
Manage family outreach, eligibility determination, enrollment accuracy, and updated databases for weekly enrollment reporting.
Partner with the Marketing Communications team to develop and implement enrollment marketing campaigns, community outreach strategies, digital and print recruitment materials, and targeted enrollment initiatives.
Ensure comprehension of Early Head Start (ERSEA), California State Preschool Program, and California General Child Care and Development Program (Title 5) enrollment and eligibility contract terms.
Support the team in determining and verifying family eligibility, certified schedules, and full-time or part-time status.
Maintain accurate, current enrollment records in the organization's enrollment management system.
Monitor capacity, vacancies, and waitlists across all sites and maintain an up-to-date applicant pipeline.
Communicate emerging vacancies or enrollment declines to leadership immediately.
Apply eligibility rules correctly and consistently in accordance with program requirements.
Ensure compliance with enrollment and eligibility-related funder deadlines.
Reconcile enrollment data and resolve discrepancies before they affect reimbursement.
Prepare documentation and records for funding audits, monitoring visits, and corrective action requests.
Hold site tours for interested families.
Convert interested applicants into completed enrollments and coordinate with site leadership to fill vacancies.
Hold recruitment events and community outreach to build the applicant pipeline.
Support new site openings by engaging the local community to ensure a pipeline of students.
Supervise, mentor, and support the Enrollment and Eligibility Coordinator team.
Provide coaching, training, and performance support to the team.
Hold the team accountable for their job descriptions.
Support hiring, onboarding, and professional development of coordinators.
Maintain and troubleshoot the enrollment management system, including user access, data entry standards, and periodic audits.
Train site staff on correct enrollment and eligibility data entry practices.
Recommend process improvements to reduce reporting errors and discrepancies.