Admissions Data Coordinator

Family Star Montessori

Denver (CO)

Hybrid

USD 29,000 - 33,000

Full time

7 days ago

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Benefits offered by this job

401(k) with Company Match

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Parental leave

Professional development

Vision insurance

Job summary

Family Star Montessori in Denver and Lakewood seeks a full-time Admissions and Data Coordinator to support enrollment across Early Head Start, Head Start, and tuition-based programs. This hybrid role reports to the Admissions and Enrollment Manager and handles recruitment, application processing, eligibility, data entry, and family communication.

You will maintain COPA and other systems, run reports, manage waitlists, and ensure compliance for funding.

Qualifications

Bilingual English/Spanish proficiency in written and spoken form.
High attention to detail and strong organizational skills.
Experience with eligibility documentation, enrollment data quality, and confidential records.
Ability to explain eligibility, enrollment steps, and program options to families in English and Spanish.
Proficiency with data systems and ability to learn new software quickly.

Responsibilities

Enter, maintain, and audit child and family data in COPA and other systems; produce accurate reports.
Maintain case notes from applicant to enrolled status.
Create and organize electronic and physical files per Head Start licensing requirements.
Coordinate and run reports for Head Start, Early Head Start, and related programs.
Monitor enrollment status and collaborate with leadership to ensure smooth processes.

Skills

Bilingual EN/ES

Organization

Data entry

Reporting

Communication

Time management

Education

Bachelor's degree in Human Services / related field

Tools

COPA

Visit Tracker

TSGold

ASQ

Job description

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.

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

Requirements

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 backgrounds to 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.

Benefits