Enrollment Coordinator

Seattle Institute for Early Childhood Development•Seattle, WA

2d•Onsite

About The Position

Hilltop Children’s Center is a nonprofit early learning organization committed to providing high-quality, inclusive, and developmentally appropriate care for children and families. We value strong relationships, equity, transparency, and community partnership, and we believe children thrive when families feel supported and welcomed. The Enrollment Coordinator plays a critical role in ensuring stable enrollment, reporting data, creating positive family experiences, and smooth admission processes at Hilltop Children’s Center. This role serves as the primary point of contact for prospective families, manages enrollment systems, subsidies, billing, waitlists, and collaborates closely with the program team to support classroom staffing and enrollment goals. The ideal candidate is highly organized, warm, welcoming, detail-oriented, and comfortable balancing data, communication, and relationship-building.

Requirements

Experience in enrollment, admissions, administrative coordination, or family-facing roles (childcare or education preferred)
Proficient using Excel to accurately track and manage enrollment data, including maintaining classroom rosters, updating waitlists, tracking openings, scheduling and facilitating tours, and tracking subsidy information.
Utilize spreadsheets to organize and update enrollment records, generate reports, and ensure timely communication and coordination across classrooms and administrative staff.
Strong organizational skills and attention to detail
Excellent written and verbal communication skills
Ability to facilitate tours and clearly communicate program offerings, policies, and enrollment procedures.

Nice To Haves

Experience working in early learning, childcare, or nonprofit settings
Familiarity with Washington State licensing or subsidy systems (or willingness to learn)
Experience working with diverse families and communities

Responsibilities

Serve as the first point of contact for prospective families via phone, email, tours, and online inquiries
Schedule and conduct family tours (in-person)
Clearly communicate Hilltop’s philosophy, programs, policies, and enrollment process
Support families through the enrollment and onboarding process with warmth and clarity
Manage enrollment pipeline, waitlists, and classroom availability
Track enrollment data to support capacity planning and financial sustainability
Coordinate start dates, transitions, and withdrawals in collaboration with program leadership
Maintain accurate and up-to-date child and family records
Partner with Program Coordinators for alignment
Communicate crucial information to educators and administrators regarding children’s: allergies, court orders, preferences, medical requirements
Oversee enrollment systems, databases, and required documentation
Ensure compliance with licensing, subsidy, and organizational requirements related to enrollment
Process enrollment agreements, tuition schedules, and required forms
Serve as an opening and/or closing administrator for the center as assigned, ensuring the facility is prepared for daily operations, safety checks are completed, and the site is secured at the end of the day in accordance with center procedures.
Collaborate with finance and leadership on tuition billing and subsidy coordination as needed
Oversee daily front office operations and ensure a welcoming environment
Manage phone, email, and in-person communications
Maintain organized records, supplies, and office systems
Support billing, documentation, and administrative reporting
Coordinate calendars, events, and internal communications
Assist leadership with administrative projects and compliance documentation
Work closely with Program Team, teachers, and administrative staff to align enrollment with classroom needs
Support equitable access to enrollment and uphold Hilltop’s values around inclusion and diversity
Assist with enrollment-related reporting, audits, and data requests
Participate in center events, family orientations, and community outreach as needed