Admissions & Enrollment Intake Specialist

MNC Inspiring Success; San Francisco (CA); On-site; USD 34,000 - 55,000; Full time

Job summary

MNC Inspiring Success in San Francisco, CA seeks an Admissions Intake Specialist to support ERSEA compliant enrollment in Head Start/Early Head Start. You will guide families through applications, verify eligibility, and maintain accurate records across Child Plus, CDMIS, and PIR, while collaborating with the Admissions team to optimize outreach and intake efficiency.

A compassionate, bilingual-friendly approach is preferred to serve diverse communities, meet regulatory standards, and ensure

Qualifications

• Requires Bachelor’s Degree in a related Human Services field.
• Minimum 3 years’ experience in admissions or enrollment.
• Knowledge of ERSEA, Head Start/Early Head Start standards, and eligibility policies.
• Ability to work with diverse families and maintain confidentiality.

Responsibilities

• Assist families with intake and enrollment applications.
• Explain eligibility criteria per Head Start/EHS guidelines.
• Conduct intake screenings and verify eligibility.
• Enter data accurately into Child Plus, CDMIS, and PIR.
• Generate monthly ERSEA eligibility and enrollment reports.
• Travel to centers for training and monitoring as needed.

Skills

Customer service

Data entry

Communication

Recruitment

ERSEA knowledge

Documentation

Team collaboration

Education

Bachelor’s Degree in Human Services or related field

Tools

Child Plus

CDMIS

CDE 801-A

PIR System

Job description

Under the supervision of the Admissions & Enrollment Manager, the Admissions Intake Specialist is responsible for executing ERSEA requirements. Includes maximizing parent’s access by recruiting families into the Early Education program and ensures they meet the eligibility and selection criteria and are verified prior to being enrolled in the program. This position requires working knowledge of relevant community resources, have a compassionate approach to working with children and families, and effectively interface with families of diverse economic, social, ethnic and linguistic backgrounds. The position works as a part of the content area team of managers/coordinators/specialists to integrate Head Start/Early Head Start services for children and families.

Essential Functions / Responsibilities

Customer Service

• Provide exceptional customer service.
• Always represent the Company in a professional manner.
• Establishes respectful, trusting, supportive, and professional relationships with families and staff.
• Manages main phone line to assist families with questions on applying for early care services and walking them through the application process. This includes treating families with the highest level of respect and compassion to aid in supporting their needs.
• Maintains confidentiality of all child and family records, organizes documentation, and completes eligibility family case notes according to procedures.

Primary Functions

• Expected to be knowledgeable and explain to families and community program infant, toddler and preschool services, including school readiness preparation.
• Expected to understand, interpret and explain Federal, State and City regulations regarding eligibility criteria and enrollment, and ERSEA (Eligibility, Recruitment, Selection, Enrollment and Attendance) policies and procedures, and Head Start/Early Head Start Performance Standards.

Eligibility/Selection/Enrollment

• Ensures that no more than 10 percent come from families that exceed the low-income guidelines (over 130%), and that at least 10 percent of those served are children with disabilities within the assigned sites service area; and no more that 35 percent of families exceed the low-income guidelines (between 100-130%).
• Conducts intake screenings and interviews with families to verify age, income, residence eligibility and when applicable, automatic eligibility categories (families experiencing homelessness, foster care and public assistance) according to Head Start/Early Head Start Federal Guidelines, California Department of Education (CDE) and California Department of Social Services (CDSS). Provides documentation and support to families in obtaining necessary verification of eligibility, need and bridging families to resources. This includes but not limited to: establishing and accessing a medical home, transcribing required child vaccines and any other resource needs requested by parents.
• Must be able to work with families from the point of recruitment, screening and intake to the program and when needed, throughout their enrollment. Ensures applications are processed accurately on a timely basis and priority points and verifications are assigned according to approved priority guidelines and income requirements.
• Ensures that the selection of children and families is based on current enrollment criteria and families meet the Head Start/Early Head Start enrollment eligibility procedures and are complying.
• Enrolling for program vacancies (CDE or CDSS) eligibility, licensing, DEC and MEDA, determine eligible contract hours.
• Daily self-monitoring of completed intakes to ensure 100% accuracy

Recruitment

• Works with Early Learning Scholarships (ELS) Representatives in providing information about vacancies as they occur, contacting and screening families off the ELS waitlist platform and following-up with potential clients to complete an intake application. This includes any other recruitment/screening platforms identified by the program.
• Provides input in developing the annual ERSEA Recruitment Plan and Calendar of Activities, including updates. Ensuring that recruitment involves those families that are most in need of Head Start/Early Head Start services, including previously underserved populations in the assigned service area. Also works closely with the admission and family services team in planning recruitment efforts.
• Participates in widespread canvassing, mailings, presentations, interviews, and outreach in community and follows up with new inquiries.
• Participates in agency-sponsored community resource fairs and other recruitment events, as requested by supervisor.
• Speaks before neighborhood groups to establish communication and rapport between persons in community and agency, to publicize supportive service available.
• Works in conjunction with Admissions and Enrollment Manager to develop mixed income options, recruitment strategies, and maintains waitlist.
• Monitors the waiting list for all HS/EHS sites to facilitate the filling of vacancies as they occur. Ensuring a minimum of a 20% waiting list through the program year.

Reporting

• Generates needed reports pertaining to ERSEA eligibility and enrollment on a minimum of a monthly basis.

Data Entry

• As screenings and intakes are conducted, enters with accuracy the intake applications in Child Plus database.
• Enters all screening and intakes in tracking spread sheet and ensures compliance.
• Enters with accuracy individual child’s data in Child Plus, section on CDE 801-A.
• Enters with accuracy individual child’s data in the CDE CDMIS database.
• Monitors and maintains daily inventory activity on vacancies/transfers; change of status forms, enrollments, re-enrollments and ensure enrollment activities are processed within expected timelines. Including maintaining ongoing communication with admissions and family services specialists to ensure required documentation is obtained and processed.
• Enters monitors and enters data in the Program Information Report (PIR).

Contribute to the Program and complete other duties as assigned by:

• Work closely with Admissions and Enrollment Manger regarding administrative tasks and/or duties.
• Must be able to travel to centers to conduct training, technical assistance and/or monitoring file review, and attend meetings.
• Participating in scheduled staff meetings, in-service and trainings.
• Maintains update ERSEA forms.
• Involved in creating and developing ERSEA systems and records that improve overall department efficiency and compliance.
• Meet as needed with the Supervisor to report, problem-solve, and plan regarding position responsibilities.

Safety

• Maintain personal safety, use personal protection equipment (PPE) and follow Company policies.
• Report all and any safety issues, accidents or injuries to your manager as a matter of priority.

Effective Team Member

• Ability to interact positively with team members.
• Ability to facilitate positive change.
• Sharing responsibilities with others in an effort to deliver a high a degree of quality services.
• Provides cross training within respective responsibilities.
• Partner with supervisor when necessary to address department issues or concerns.

Position Qualification Requirements

Education:

Require a Bachelor‘s Degree (BA/BS) or higher in a related Human Services field: Human Services, Ssocial Science, Sociology, Family Studies, Counseling, Family Development, or Family Systems Theory.

Experience:

Required 3+ years’ experience or equivalent combination of education and experience.

Requirements:

• Current Physical Health Screening (every 2 years thereafter)
• Fingerprinting Clearance (DOJ)
• Current Immunizations (TB, Influenza, MMR, Pertussis) (must be kept current)
• Covid-19 Full Vaccination Proof.
• Clearance Child Abuse Index
• Current CPR & First Aid Certificate (every 2 years thereafter)
• Valid State of California Driver’s License (current auto insurance