Enrollment Specialist

Job Summary

The Enrollment Specialist provides multi-site administrative, clerical, enrollment, and logistical support to early care and education centers to improve operational efficiency and ensure compliance with applicable regulations. This role supports both private and subsidized enrollment processes, maintains accurate records, assists with tuition-related activities, and helps ensure all enrollment and data requirements are met in a timely and professional manner.

Key Responsibilities

Enrollment Support

• Serve as a primary point of contact for families throughout the enrollment process, from initial inquiry through completion of required documentation

• Represent programs at enrollment and outreach events

• Process private and subsidized enrollments in accordance with funding terms, eligibility requirements, and internal policies

• Maintain and manage waiting lists in compliance with established procedures

• Input and update enrollment and change documentation accurately and on time for a large caseload

• Ensure continued eligibility and compliance for subsidized families

Data Compliance Support

• Complete family and child data entry and reporting in accordance with state deadlines and audit requirements

• Maintain accurate, current, and audit-ready child and family files

• Ensure correct program selection, scheduling, and tuition entry to support accurate billing

• Enter special fee assessments within required timeframes

• Support internal and external audits as directed

Tuition Support

• Support tuition processing in alignment with funding and eligibility guidelines

• Assist with documentation related to payment plans, exemptions, refunds, and returned payments

• Generate required notices and assist with collections documentation as needed

• Respond to tuition-related inquiries from families and centers

Administrative Support

• Assist with printing and distributing enrollment, attendance, billing, and audit-related documents

• Coordinate the delivery and transfer of critical documents between offices and centers

Education & Experience

Required Qualifications

• High School Diploma or equivalent

• 3–5 years of experience in customer service, administrative support, or data entry

Preferred Qualifications

• Associate degree in Business or a related field

• Experience in child development or childcare funding environments

• Bilingual skills preferred

Key Competencies

• Proficiency in standard office software and database systems

• Strong communication, interpersonal, and customer service skills

• Effective time management, organization, and follow-up abilities

• Ability to multitask, prioritize shifting workloads, and meet deadlines

• Team-oriented, self-motivated, and able to work independently after training

• Ability to maintain confidentiality of sensitive family and financial information

• Flexibility to meet program needs and work in a deadline-driven environment

• Reliable transportation for travel between assigned centers and offices

Working Conditions

• Generally pleasant office and site-based working environments

• Less than 50% of daily duties involve prolonged physical activity