Enrollment Coordinator

American YouthWorks•Austin, TX

4d•Onsite

About The Position

The Enrollment Coordinator is responsible for managing the end-to-end enrollment, eligibility, and participant data processes for the YouthBuild program. This role serves as the primary steward of enrollment integrity, ensuring that all participant documentation, data systems, and payroll records are accurate, complete, timely, and fully compliant with grant and regulatory requirements. Working closely with the Monitoring and Data Manager, the Enrollment Coordinator supports recruitment intake, onboarding, and participant data management across multiple state and federal systems. This position plays a critical role in maintaining audit-ready files, supporting participant success through a smooth enrollment experience, and ensuring YouthBuild enrollment processes meet all federal, state, and funder requirements while supporting a welcoming, trauma-informed onboarding experience for participants.

Requirements

High School Diploma or Equivalent
Two (2) years of administrative, clerical, or data-focused experience required.
Experience working with data systems, enrollment processes, payroll support, or compliance-related documentation.
Working knowledge of administrative and clerical procedures, including file management, records retention, and data integrity practices.
Familiarity with database systems, spreadsheets, and document management platforms (e.g., Google Workspace, Microsoft Office).
Basic understanding of customer service principles and professional communication practices.
Knowledge of privacy, confidentiality, and information-handling standards related to participant records.
Strong data entry and documentation skills with a high level of accuracy and attention to detail.
Effective verbal and written communication skills, including the ability to explain processes and requirements clearly to diverse audiences.
Organizational and time-management skills, with the ability to prioritize tasks, meet deadlines, and manage multiple workflows simultaneously.
Problem-solving and critical-thinking skills to identify discrepancies, follow procedures, and escalate issues appropriately.
Interpersonal skills to engage respectfully and professionally with participants, staff, and external partners.
Ability to work independently while also functioning effectively as part of a team.
Ability to maintain professionalism and composure when handling sensitive, confidential, or challenging situations.
Ability to follow detailed procedures, comply with established policies, and adapt to changing program requirements.
Ability to learn and navigate multiple data systems and administrative processes.
Ability to maintain focus and accuracy in a fast-paced, deadline-driven environment.

Nice To Haves

Experience working in workforce development, education, youth-serving, or grant-funded programs preferred.

Responsibilities

Verify grant eligibility, assemble eligibility packets, and create and maintain complete, accurate, and compliant participant files in accordance with YouthBuild, DOL, and funder requirements.
Create participant profiles and set up required records across all YouthBuild and affiliated data systems, including timesheets, enrollment records, and funding cohort assignments.
Ensure accurate and timely data entry in VEOCI and other internal systems to reflect enrollment status, grant placement, service start dates, and program details.
Coordinate closely with the Monitoring and Data Manager to ensure data consistency, accuracy, and alignment across all enrollment, compliance, and reporting systems.
Maintain enrollment documentation in an audit-ready state at all times, ensuring records are complete, properly labeled, and securely stored in accordance with organizational file management standards.
Track, collect, and organize enrollment and eligibility documentation, ensuring all required materials are received, completed, signed, and properly stored in accordance with grant and organizational requirements.
Assist with scheduling, coordinating, and supporting participant orientations and enrollment paperwork sessions.
Support participants in completing onboarding requirements, including payroll setup, service agreements, stipend agreements, required acknowledgements, and program handbooks.
Prepare, scan, and maintain digital participant files in Google Drive, ensuring folders are complete, clearly labeled, and maintained in an enrollment- and audit-ready format.
Support the creation and distribution of participant identification materials and onboarding packets.
Serve as the administrative lead for the Texas Educating Adults Management System (TEAMS) for YouthBuild Austin and Taylor GED classes, including enrollment setup, eligibility verification documentation, CASAS testing coordination, and monthly instructional hour tracking.
Serve as the administrative lead for GPMS (U.S. Department of Labor), DYB (All YouthBuild), and AGS Prime (JFF) data systems for YouthBuild Austin and Taylor, ensuring accurate and timely data entry related to enrollment, eligibility verification, measurable skill gains, credentials, and certifications.
Process YouthBuild participant payroll in accordance with established payroll calendars and internal controls, ensuring participants are paid accurately and from the correct funding cohorts.
Track participant service hours and maintain accurate timesheets, including coordinating bi-weekly timesheet completion and signature collection.
Collect, verify, and maintain required documentation for placements, credentials, certifications, and measurable outcomes across all applicable grants.
Routinely review and update participant records to ensure data accuracy, completeness, and timeliness in support of internal reporting, grant deliverables, and compliance requirements.
Support data pulls, documentation preparation, and submissions for monitoring visits, audits, and compliance reviews, in coordination with the Monitoring and Data Manager.
Identify and escalate data discrepancies, payroll variances, or compliance concerns to the Monitoring and Data Manager in a timely manner.
Assist with monitoring and maintaining applicant records in VEOCI and other approved tracking tools for the YouthBuild program.
Support applicant outreach by confirming interest, requesting missing documentation, and conducting preliminary eligibility screenings in accordance with program guidelines.
Assist with applicant intake conversations, including navigating sensitive eligibility discussions with professionalism, clarity, and empathy.
Coordinate intake and enrollment appointments with the YouthBuild Site Services Manager and other relevant program staff.
Maintain accurate and up-to-date records of applicant status, including waitlisted, ineligible, interviewed, and enrolled applicants.
Escalate eligibility concerns, documentation issues, or enrollment barriers to appropriate program leadership as needed.
Communicate enrollment progress, missing documentation, and participant status updates to Case Managers and relevant program staff during case conferencing and routine coordination.
Track and share completed media release forms and required documentation with the Development team in accordance with organizational protocols.
Coordinate with internal teams to support data requests, documentation needs, and submissions related to audits, monitoring visits, and compliance reviews.
Provide administrative support for the Pearson Testing Center as needed, in compliance with all Pearson VUE policies, procedures, and security requirements.
Support the development and improvement of administrative systems, tools, and processes related to enrollment, data management, and compliance.
Provide additional administrative and operational support to the Enrollment & Compliance team as needed.
Perform other duties as assigned, consistent with the scope and responsibilities of the position.