Eligibility Coordinator

Christopher House; Chicago (IL); On-site; USD 38,000 - 54,000; Full time

Job summary

Christopher House in Chicago is seeking an Eligibility Coordinator to manage enrollment services and maintain eligibility across sites. Reports to the Associate Director of Eligibility & Enrollment; status: non exempt.

You will conduct family intakes and enrollments, coordinate with families and staff, keep accurate records in agency databases, and support CACFP and other funder reporting. Strong communication, attention to detail, and Spanish language skills preferred.

Qualifications

• Two years of business administrative experience in Head Start or funded child care.
• Strong written and verbal communication skills.
• Bilingual in English and Spanish preferred.

Responsibilities

• Coordinate eligibility and enrollment to meet regulations and deadlines.
• Maintain records across databases and funder systems.
• Communicate with staff at multiple sites about policies and eligibility.
• Assist families with CACFP applications and enrollment documentation.

Skills

Verbal communication

Written communication

Bilingual (English/Spanish)

Organizational skills

Attention to detail

Education

Associate of Arts or Applied Science in business administration or related field

Tools

Microsoft Office

Job description

Eligibility Coordinator

Our organization provides accredited early learning, elementary, and out‑of‑school programs grounded in research‑based curricula and high‑quality instruction.

Position Description

Reports to: Associate Director of Eligibility & Enrollment

Status: Non Exempt

Position Objective

Provide enrollment services for families and children and ensure eligibility is maintained while effectively communicating with key staff members at various sites within the Christopher House agency.

Key Responsibilities

• Ensure eligibility and enrollments are completed in a timely fashion and in accordance with agency, local, state and federal regulations.
• Maintain current knowledge of eligibility and program requirements that affect service delivery.
• Maintain accurate records by utilizing systems in place that can be employed by all key staff members.
• Seek to understand the 40 Developmental Assets approach and role model asset building behavior when interacting with participants, employees and other stakeholders.

Program Activities

• Conduct initial family intakes ensuring families meet program eligibility guidelines prior to enrollment.
• Complete family enrollment ensuring all required documentation for program is collected at time of enrollment.
• Serve as liaison between families and program, interpreting agency and program policies to parents and family members.
• Assist parents in completing annual CACFP (USDA Child and Adult Care Food Program) application.
• Collaborate with classroom in maintaining accurate CACFP records.
• Complete all redeterminations ensuring eligibility requirements are met.
• Monitor communications with the city regarding childcare eligibility policies.
• Maintain understanding of funder requirements.
• Attend workshops and trainings to maintain up to date knowledge of systems required by our funders for multiple reporting requirements, including but not limited to COPA, CCMIS, PRISM, PIR, etc.

Administration

• Maintain accurate record keeping for childcare eligibility periods, including redetermination and termination dates, and CACFP eligibility status for all families in the agency. Where applicable, maintain records in accordance with Office of Head Start.
• Maintain multiple databases and child/family enrollment files as required by funding agencies.
• Maintain current knowledge of policies affecting program options and eligibility.
• Ensure all annual forms are updated at the beginning of each school year.
• Compile weekly and/or monthly program enrollment status reports.
• Provide reports to Associate Director of Eligibility and Enrollment indicating trends and changes in enrollment.

Team Orientation

• Work collaboratively to integrate services with all departments, staff and volunteers expanding Christopher House’s web of support.

Community Relations

• Assist in agency recruitment, fundraising, donor relations, special events and public relations activities in coordination with the agency’s development office.
• Maintain effective working relationships with all funding partners and licensing agencies.

Quality Assurance

• Actively seek to align programs with best practices or standards for high quality.
• Ensure on time and accurate collection of data using organization’s database and/or funder databases.
• Analyze data with team members to determine how to explain information related to findings and improvement strategies.
• Report findings to supervisor; make recommendations for improving quality of services and/or department’s outcomes system; ensure successful implementation of department strategies.
• Use outcome findings to enhance organization’s public image and promote programs to families, volunteers, funders, and stakeholders.

Non-Classified Responsibilities

• Respond to agency and stakeholder needs by performing assigned tasks, which do not fall within the above description.
• If such tasks are not of a temporary nature, they should be added to the position’s designated responsibilities.

Qualifications

• Two years of business administrative experience in Head Start and/or governmentally funded child care programs preferred.
• Computer literate and working knowledge of Microsoft Office a must.
• Accuracy and attention to detail.
• Excellent verbal and written communication skills.
• Ability to effectively communicate with people of diverse socioeconomic and educational backgrounds.
• Bilingual, in English and Spanish is strongly preferred.

Education

• An Associate of Arts or Applied Science in business administration, bookkeeping or related field required.

Equal Employment Opportunity

Christopher House is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran’s status, or any other protected characteristic.