Family Intake & Enrollment Coordinator

Groves Learning; Saint Louis Park (MN); On-site; USD 34,000 - 40,000; Full time

Job summary

Groves Learning Organization in St. Louis Park, MN seeks a warm, highly organized Family Navigator to guide families through admissions and connect them to the right services across our Academy, tutoring, diagnostics, speech-language, and ADHD/executive-functioning coaching programs.

This in-person, year-round role blends empathetic conversations with precise CRM record-keeping in Salesforce and collaboration with Diagnostics, Speech-Language, Tutoring/Coaching, and Admissions teams.

Qualifications

• 2-3 years in intake/coordinator roles in educational, clinical, or healthcare settings.
• Proficient with CRM systems (Salesforce or similar).
• Excellent interpersonal skills and ability to manage many conversations in a fast-paced environment.
• Familiarity with learning differences (ADHD, dyslexia, executive functioning).

Responsibilities

• Be the first point of contact for families via call, email, text, or web inquiry.
• Guide families to the most appropriate Groves service.
• Own inquiries through to a clear decision and schedule handoffs.
• Maintain accurate CRM records for all inquiries and follow-ups.
• Collaborate with Diagnostics, Speech-Language, Tutoring/Coaching, ADHD/Executive Function, and Admissions teams.

Skills

CRM experience

Interpersonal skills

Fast-paced multitasking

Learning differences

Tools

Salesforce

Job description

Position:Family Intake & Enrollment Coordinator

Location: St. Louis Park, MN

Job Id:1080

# of Openings:1

Family Intake & Enrollment Coordinator (Family Navigator)

• In-person based out ofSt. Louis Park, MN
• Full-Time (12-month/year-round), or Part-Time (minimum 20 to 24 hrs/week, up to 25 to 30+ hrs/week during our Sept-May busy season).
• Compensation: $25.00 to $29.00 per hour, depending on experience
• Benefit-eligibility for roles consistently scheduled 30+ hours a week

Groves Learning Organization is looking for a warm, highly organized Family Navigator to be the first voice families hear when they reach out to Groves. You’ll guide families through a confusing, often emotional moment, figuring out what support their child needs, and connect them to the right service across our Academy, tutoring, diagnostic testing, speech-language, and ADHD/executive-functioning coaching programs. For many families, this conversation is their very first experience with Groves, which makes this one of the most meaningful roles in our organization.

A typical day blends two very different kinds of work: warm, in-depth conversations with families and focused, detail-oriented time in our CRM keeping every inquiry accurate and on track. The best fit for this role genuinely enjoys both halves of that mix, not just one.

What You’ll Do

• Be the first point of contact for families calling, emailing, texting, or submitting a web inquiry.
• Ask thoughtful questions to understand each child’s needs and guide families to the right Groves service, not just the one they called about.
• Own each inquiry through to a clear decision to move forward, whether that means a family entering the Academy admissions process or agreeing to start scheduling for a Learning Center service, confirming the receivingteam accepts the handoff and following up if it stalls.
• Keep accurate, up-to-date records in our CRM (Salesforce) for every inquiry and follow-up.
• Partner closely with our Diagnostics, Speech-Language, Tutoring/Coaching, ADHD/Executive Function Coaching, and Admissions teams for seamless handoffsBring genuine empathy to conversations with families who are often navigating a new or difficult diagnosis for the first time.

What You Need

Must-have:

• 2 - 3 years in a role built around structured intake, case/client coordination, or sustained client relationships (educational, clinical, or healthcare settings all count)
• Hands-on comfort with a CRM system (Salesforce or similar). This is critical to the role.
• Excellent interpersonal skills, including the ability to redirect a conversation with care to help a family consider other relevant Groves services, and the ability to manage a high volume of concurrent conversations in a fast-paced environment
• Familiarity with learning differences, ADHD, or related needs (dyslexia, executive functioning, autism, anxiety).

Nice-to-have:

• Why Groves

Physical Requirements Necessary to Perform This Job

• Hear, speak, and effectively communicate in the English language, including following oral and written instructions, in order to communicate with people inside and outside the organization
• Sit or stand at a desk for extended periods of time and perform long hours of work sitting at a computer and in meetings
• Apply manual dexterity and visual acuity for computer keyboarding and office equipment use, and review detailed reports and information
• Move around the school and office or classroom area repeatedly or prolonged times throughout the day.
• Work a flexible schedule, including attending and presenting at events and meetings that occur outside of typical work hours as required/scheduled

Tools and Equipment Used

• Must be able to use computers, telephones, photocopiers, and related office equipment
• Must be able to lift/move up to 10-35 pounds occasionally depending on your position
• The work environment is indoors

Groves Learning Organization is a nonprofit serving students with learning differences across our Academy, Learning Center, and Literacy Partnerships programs. We’re a close-knit team that genuinely believes in what we do, and this role sits at the center of how families first experience that. You’ll work closely with our Diagnostics, Speech-Language, Tutoring/Coaching, and Admissions teams, with structured onboarding and hands‑on support from day one, so you won’t be figuring this role out alone.

If you love connecting people to the right help at the right moment, we’d love to hear from you.