Enrollment Assistant

Boys and Girls Clubs of North Central Illinois•South Elgin, IL

About The Position

The Enrollment Assistant provides administrative and front-desk support to the organization and supports the Enrollment Manager. The role manages calendars, emails, phone calls, documents, reports, expense reports, credit card statement reconciliation, office supply purchasing, and other office needs. It contributes to organizational efficiency by providing timely, personalized support to administrative staff. The position supports families and community members, answers administrative office calls, and assists with program operations during program hours. Enrollment-related work includes processing club membership forms and Child Care Assistance Program (CCAP) applications and fees-determination paperwork; checking forms and supporting documents for completeness, accuracy, and signatures; processing pay stubs for CCAP determinations; coordinating paperwork with local Child Care Resource and Referral Agencies (CCR&Rs); and submitting monthly CCAP attendance certificates. The role also manages the membership inbox and supports family communications. Additional administrative duties include managing information flow, copying and scanning documents, formatting internal and external communications, creating flyers and announcements, screening and directing calls, and distributing correspondence.

Requirements

At least one year of work experience as an administrative assistant or in a similar role.
Excellent skills and experience with Microsoft Word, Excel, and Outlook, databases, and Internet research.
A personal mission, vision, and values aligned with Boys & Girls Clubs of Elgin.
Professionalism and integrity, with superior written and verbal communication skills.
Strong organization, attention to detail, and time-management skills; ability to manage multiple tasks, set priorities, and problem-solve.
Ability to take initiative and work independently and as part of a team.
Familiarity with office equipment and applications, such as e-calendars and copy machines.
Discretion and ability to maintain confidentiality.
Valid state driver's license.

Nice To Haves

Prior nonprofit work experience.

Responsibilities

Answer phone calls and provide front-desk support to families, community members, and callers with questions, deliveries, donations, and volunteer matters.
Support program operations during program hours and field questions during non-program hours.
Support the Enrollment Manager with the responsibilities of that role.
Process club membership forms and CCAP applications, program-fee determination forms, and pay stubs for CCAP determinations.
Verify that membership and CCAP forms are complete, accurate, and signed before accepting them.
Manage CCAP processes with local Child Care Resource and Referral Agencies (CCR&Rs), submit complete family paperwork, and complete and submit monthly attendance certificates.
Manage the email and membership inbox and assist with family communications.
Manage calendars, prioritize emails and phone calls, and gather documents and reports for meetings.
Prepare expense reports and reconcile credit card statements.
Purchase office supplies and support other office needs.
Manage information flow in a timely and accurate manner.
Copy and scan files and complete similar document-related tasks.
Format information for internal and external communications, including memos, emails, presentations, and reports.
Create flyers and announcements for internal and external distribution.
Screen and direct phone calls and distribute correspondence.