Enrollment Specialist

Catalyst Family; Oxnard (CA); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Benefits

401(k) Retirement plan and Employee...

Personal Health Advocate

Paid vacation, sick time, and holidays

Commuter pre-tax benefit

Discounted childcare

Access to the Calm app

Tickets at Work employee discounts

Job summary

Catalyst Family is seeking an Enrollment Specialist to provide multi-site enrollment, eligibility determinations, administrative support, and logistical coordination across assigned centers. You will guide families through enrollment, prepare necessary documents, and ensure accurate billing and compliance with program regulations.

Responsibilities include onsite enrollment activities, data entry, and collaboration with leadership to support efficient enrollment operations.

Qualifications

• High School Diploma or GED or equivalent.
• 3–5 years of experience in customer service, data entry, or administrative functions.
• Proficiency with MS Office (Word, Excel, Access) or related databases.
• Competence with PC and keyboarding skills.

Responsibilities

• Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion.
• Conduct onsite enrollment activities at assigned centers, meeting with families and assisting with enrollment forms.
• Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation.
• Maintain and utilize waiting lists in accordance with policies and regulatory requirements.
• Process enrollments, recertifications, status changes, and related data entry to maintain records and compliance.
• Maintain audit-ready family and child files and support audits within deadlines.
• Ensure accurate program selection, schedules, tuition entries, and fee assessments for billing and enrollment records.
• Collaborate with center leadership, site staff, accounting, compliance, and program leadership.

Skills

Customer service

Data entry

MS Office

PC and keyboarding

Education

High School Diploma or GED

Associate’s degree in Business

Job description

Position Overview

The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.

Key Responsibilities

• Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion, providing guidance, resources, and support with enrollment paperwork, childcare needs, and documentation requirements
• Conduct onsite enrollment activities at assigned centers, including meeting with families, collecting documentation, and assisting with completion of enrollment and eligibility forms
• Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation, applying program regulations and agency procedures, and ensuring files support eligibility, need, and fee determinations
• Maintain and utilize waiting lists in accordance with enrollment priorities, Catalyst policies, and regulatory requirements, ensuring documentation supports compliance
• Process enrollments, recertifications, family status changes, and related data entry in a timely manner to maintain accurate records, continued eligibility, and compliance with program requirements
• Maintain complete, current, and audit-ready family and child files, complete required data entry and reporting, and support internal and external audits in alignment with state deadlines, audit schedules, and Catalyst policies
• Ensure accurate program selection, schedules, tuition entries, and special fee assessments to support correct family billing and enrollment records
• Support tuition-related processes by preparing Notices of Action for approvals, changes, denials, and terminations; processing payment-related documentation; assisting with returned checks, payment plans, refunds, and collections activity; and responding to questions regarding payment status and documentation requirements
• Collaborate with center leadership, site staff, accounting, compliance, and program leadership to support coordinated enrollment efforts, accurate billing and enrollment records, and regulatory alignment
• Represent the organization and support enrollment outreach, including mass-enrollment and family-facing events, as assigned
• Work independently across multiple assigned locations, prioritize a shifting and deadline-driven workload, and elevate complex eligibility determinations, compliance concerns, or family issues appropriately
• Perform other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee’s job classification, skills, and training

Required Qualifications

• High School Diploma or GED equivalent
• 3-5 years’ experience in customer service, data entry, or administrative functions
• Proficiency with MS Office (i.e. Word, Excel, Access) or related databases
• Competence with PC and keyboarding skills

Preferred Qualifications

• Associate’s degree in Business or related field
• Experience working with subsidized childcare programs or public funding sources
• Bilingual in English/Spanish

Key Competencies

• Ability to interpret program regulations and review documentation for completeness, accuracy, and compliance in determining family eligibility, need, and fees
• Strong communication, customer service, and interpersonal skills, with the ability to support families and collaborate effectively with internal teams
• Strong organizational, time management, and follow-up skills, with the ability to prioritize shifting work across multiple locations in a deadline-driven environment
• Ability to maintain accuracy and attention to detail in data entry, file maintenance, billing support, and audit-related documentation
• Ability to work independently, demonstrate initiative, exercise sound judgment, and elevate issues appropriately after training
• Ability to maintain confidentiality of family, child, and financial information

Working Conditions

• Generally pleasant working conditions
• Less than 50% of daily assignments involve prolonged physical effort
• Approximately 75% of work time is spent onsite at assigned child care centers where children are present, with noise, activity, and interruptions typical of early childhood environments
• Must be able to transport enrollment documentation and materials between offices and centers as needed to support enrollment operations and compliance activities
• Travel: Up to 75% (regionally)

Shift Type

Full Time

Schedule

Monday – Friday, 8-hour shift between the hours of 8am - 6pm

What We Offer

• Medical, Dental, and Vision Benefits
• 401(k) Retirement plan and Employee Assistance Program (EAP)
• Personal Health Advocate
• Paid vacation, sick time, and holidays
• Commuter pre-tax benefit
• Discounted childcare
• Access to the Calm app
• Tickets at Work employee discounts

We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.