Admission and Data Coordinator

Family Star, Inc.; Denver (CO); Hybrid; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Disability Insurance

Life Insurance

401(k) with company match

Paid holidays and PTO

Job summary

Family Star Montessori in Denver and Lakewood seeks an Admissions and Data Coordinator to manage enrollment across Early Head Start, Head Start, and state-funded programs. This full-time, hybrid role supports recruitment, application processing, data entry, eligibility, and family communications to ensure accurate records and compliant reporting.

You will collaborate with site leaders and program teams, maintain COPA and other data systems, and help maintain waitlists and reporting for funding

Qualifications

• Bilingual proficiency in English and Spanish.
• Strong organizational skills and attention to detail.
• Experience with eligibility documentation and enrollment data.
• Ability to maintain confidential records and reporting.
• Excellent written and verbal communication with diverse families.
• Proficient in data systems and learning new software.

Responsibilities

• Enter, audit, and maintain child and family data in COPA and other systems.
• Maintain up-to-date case notes and organized files meeting Head Start requirements.
• Coordinate reports for Head Start, Early Head Start, and related programs.
• Monitor enrollment and support waitlists with leadership collaboration.
• Assist with grant reporting and funding documentation as needed.
• Support ongoing compliance and audits and related duties.

Skills

Bilingual English/Spanish

Organizational Skills

Data Entry

Family Communication

Data Systems

Education

Bachelor’s Degree or equivalent

Tools

COPA

Visit Tracker

TSGold

Job description

All Jobs > Admission and Data Coordinator

Family Star Montessori is seeking a fulltime highly organized, detail-oriented, and relationship-focused Admissions and Data Coordinator to support enrollment across our Early Head Start, Head Start, state-funded, and tuition-based Montessori programs for our Denver and Lakewood locations.

This hybrid position reports to the Admissions and Enrollment Manager and supports the full enrollment lifecycle — including recruitment, application processing, eligibility determination, data entry, enrollment tracking, and family communication.

The Admissions and Data Coordinator ensures Family Star maintains full enrollment, meets federal and state compliance requirements, and provides a high-quality, responsive experience for families seeking authentic Montessori education and access for those who rely on our programs.

Key Responsibilities:

Data & Recordkeeping

• Accurately enter, maintain, and audit accurate comprehensive child and family data in COPA, and other internal systems with understanding how information moves between systems, and producing accurate operational, compliance, and grant reports.
• Maintain up-to-date case notes of interactions with families as they move from initial applicants to prospective enrollees, to enrolled in the program.
• Create and maintain organized electronic and physical files that meet Head Start and licensing requirements
• Coordinate and run reports for Head Start, Early Head Start, Home-Based and other programs
• Monitor enrollment status for families to ensure a seamless process through coordination with school leadership and enrolling families
• Assist with grant reporting across program models, as needed
• Ensure timely and accurate documentation to support funding and reporting requirements

Eligibility, Intake & Compliance

• Help determine eligibility for Early Head Start, Head Start, and other funded programs in accordance with federal and state guidelines
• Collect and verify required documentation, including income, residency, age, and other eligibility factors
• Complete enrollment intakes, including health history, developmental information, and required releases
• Maintain prioritized waitlists and support placement decisions in collaboration with program leadership
• Support monitoring, audits, and ongoing compliance activities with timeliness and accuracy

Coordination & Operational Support

• Collaborate with site leaders, family services staff, and program teams to coordinate classroom placements and transitions
• Track enrollment changes, withdrawals, and transitions (e.g., Early Head Start to Head Start) to understand and identify recruitment gaps or needs
• Identify process issues or recurring challenges and support continuous improvement
• Perform additional related duties as assigned by the Admissions and Enrollment Manager

Required Qualifications:

• Bilingual (English/Spanish) fluency in verbal and written communications
• Strong organizational skills and acute attention to detail
• Demonstrated experience with eligibility documentation, enrollment data quality, maintenance of confidential records, and reporting
• Strong organizational skills with a high degree of accuracy and attention to detail
• Excellent written and verbal communication skills with demonstrated ability to engage families from diverse cultural and linguistic backgroundsto clearly explain eligibility, enrollment steps, and program options to families in English and Spanish
• Demonstrated technology proficiency, including the ability to learn and effectively use data systems
• Accurately collect, verify, and maintain documentation in compliance program requirements
• Work independently and manage multiple priorities
• Communicate effectively and respectfully with families from diverse cultural and linguistic backgrounds
• Commitment to Family Star’s mission, vision, values, and family-centered approach

Preferred Qualifications:

• 1-3 years’ experience with Head Start or Early Head Start enrollment
• 1-3 years’ experience with enrollment data entry and maintenance of confidential records
• Familiarity with COPA, Visit Tracker, TSGold, ASQ or similar data systems
• 1-3 years’ experience in school admissions, early childhood education, or nonprofit operations
• Knowledge of systems for government assistance programs and enrollment requirements
• Bachelor’s Degree in Human Services, Social Services, Child Development, or Business Analytics or similar focus; or equivalent professional experience in Early Childhood Education or Nonprofit organizations

About Family Star

For over 35 years, Family Star Montessori’s two Denver locations have been transforming early childhood education by uniquely combining Montessori philosophy with Early Head Start/Head Start programing. We believe in creating nurturing spaces for every child, which is essential in preparation for a successful future and of a lifetime of learning. Family Star supports the individual needs of each child and empowers them to achieve their human potential, resulting in students who grow up to be more confident, enthusiastic, and self-directed learners and citizens - accountable to both them and their community who think critically, work collaboratively, and act boldly and with integrity.

Family Star provides eligible employees Medical, Dental, Vision, Disability & Life insurance as well as 401(k) Retirement plan with company match, and generous paid holidays and PTO.

Family Star Montessori is an equal opportunity employer and encourages candidates from all backgrounds and lived experiences to apply, however unable to sponsor work visa at this time, so must be eligible to work in the United States.