Enrollment Specialist

Catalyst Family•Oxnard, CA

4d•Hybrid

About The Position

The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.

Requirements

High School Diploma or GED equivalent
3-5 years’ experience in customer service, data entry, or administrative functions
Proficiency with MS Office (i.e. Word, Excel, Access) or related databases
Competence with PC and keyboarding skills
Ability to interpret program regulations and review documentation for completeness, accuracy, and compliance in determining family eligibility, need, and fees
Strong communication, customer service, and interpersonal skills, with the ability to support families and collaborate effectively with internal teams
Strong organizational, time management, and follow-up skills, with the ability to prioritize shifting work across multiple locations in a deadline-driven environment
Ability to maintain accuracy and attention to detail in data entry, file maintenance, billing support, and audit-related documentation
Ability to work independently, demonstrate initiative, exercise sound judgment, and escalate issues appropriately after training
Ability to maintain confidentiality of family, child, and financial information

Nice To Haves

Associate’s degree in Business or related field
Experience working with subsidized childcare programs or public funding sources
Bilingual in English/Spanish

Responsibilities

Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion, providing guidance, resources, and support with enrollment paperwork, childcare needs, and documentation requirements
Conduct onsite enrollment activities at assigned centers, including meeting with families, collecting documentation, and assisting with completion of enrollment and eligibility forms
Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation, applying program regulations and agency procedures, and ensuring files support eligibility, need, and fee determinations
Maintain and utilize waiting lists in accordance with enrollment priorities, Catalyst policies, and regulatory requirements, ensuring documentation supports compliance
Process enrollments, recertifications, family status changes, and related data entry in a timely manner to maintain accurate records, continued eligibility, and compliance with program requirements
Maintain complete, current, and audit-ready family and child files, complete required data entry and reporting, and support internal and external audits in alignment with state deadlines, audit schedules, and Catalyst policies
Ensure accurate program selection, schedules, tuition entries, and special fee assessments to support correct family billing and enrollment records
Support tuition-related processes by preparing Notices of Action for approvals, changes, denials, and terminations; processing payment-related documentation; assisting with returned checks, payment plans, refunds, and collections activity; and responding to questions regarding payment status and documentation requirements
Collaborate with center leadership, site staff, accounting, compliance, and program leadership to support coordinated enrollment efforts, accurate billing and enrollment records, and regulatory alignment
Represent the organization and support enrollment outreach, including mass-enrollment and family-facing events, as assigned
Work independently across multiple assigned locations, prioritize a shifting and deadline-driven workload, and escalate complex eligibility determinations, compliance concerns, or family issues appropriately
Perform other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee’s job classification, skills, and training