Recruitment & Enrollment Coordinator

Rock Walworth Comprehensive FA; Beloit (WI); On-site; USD 38,000 - 54,000; Full time

Job summary

Rock-Walworth Comprehensive Family Services, Inc. in Beloit, WI, seeks a Recruitment & Enrollment Coordinator to lead outreach, assess eligibility, enroll prenatal mothers and children, and monitor attendance in Head Start and Early Head Start programs.

You will develop recruitment plans, create promotional materials, coordinate with schools and child care providers, maintain accurate records, and deliver monthly reports while ensuring compliance with state and federal standards.

Responsibilities

• Participate in development and implementation of the agency’s recruitment plan.
• Generate promotional materials for social media and community-based marketing.
• Serve as a primary contact for Head Start and enrollment questions and waitlist.
• Review applications and interview prospective individuals/families.
• Coordinate pre-placement assessments and inform placement decisions.
• Facilitate enrollment of prenatal mothers, children and families.
• Ensure information flows to staff responsible for service delivery, nutrition and safety.
• Collaborate with school districts and child care providers to plan schedules.
• Monitor attendance and support attendance plans.
• Build and maintain waitlist to ensure full-funded enrollment.
• Facilitate ERSEA trainings for staff, Policy Council, and Board.
• Maintain records with timely data collection, reporting and maintenance.
• Prepare and distribute monthly reports on recruitment, eligibility, enrollment, waitlist, attendance, etc.
• Assist in income criteria revisions based on federal requirements.
• Assist with completing the agency’s annual Program Information Report.
• Serve as records manager for Head Start and Early Head Start participants.
• Assist website maintenance for ERSEA information.
• Assist with agency self-assessments and community assessments.
• Modify applications for services as needed.
• Participate in new employee orientation and onboarding.
• Recommend improvements to ERSEA workflows and data entry.
• Complete operations paperwork, time sheets, mileage and other reports.
• Assist in collecting In-Kind donations and safety planning.
• Support a culture of safety and attend operations meetings.

Job description

We are looking for our next team member to lead the way in helping families connect to, and stay engaged with, our program! The Recruitment & Enrollment Coordinator is responsible for arranging and supporting recruitment efforts, assisting with eligibility determinations and the selection of program participants, enrolling prenatal mothers and children into the program, and monitoring/partnering to support attendance. The person in this position will play a key role in connecting the agency to the community, and participants to the program and services offered, while ensuring compliance with the Head Start Performance Standards and Wisconsin’s Group Child Care Licensing rules.

ESSENTIAL DUTIES and RESPONSIBILITIES: (others may be assigned)

• Participate in the development and implementation of the agency’s recruitment plan.
• Generate promotional materials for social media and community-based marketing.
• Serve as a primary point of contact for those interested in Head Start and Early Head Start services, responding to questions regarding the program, the enrollment process, eligibility and/or selection criteria, and the waitlist.
• Review applications and conduct interviews with prospective individuals/families.
• Participate in the coordination of pre-placement assessments and partner with others to make informed placement decisions.
• Facilitate the enrollment of prenatal mothers, children and families into the program.
• Ensure “need to know” information flows from enrollment to center- and home-based staff responsible for service delivery, nutrition, and safety.
• Collaborate with school districts, child care services, and other providers to plan for children’s schedules when dually served by other community programs and Head Start/Early Head Start.
• Monitor attendance; partner with others to implement attendance plans, when needed.
• Build and maintain the agency’s waitlist to ensure full-funded enrollment for all programs (home visiting, Early Head Start center-based services, and Head Start Preschool).
• Facilitate ERSEA trainings for staff, Policy Council, and the Board of Directors.
• Maintain complete and accurate records, ensuring timely data collection, entry, reporting and maintenance, in accordance with agency policy and procedure.
• Prepare and distribute monthly reports related to all components of the work (recruitment efforts, applications received, eligibility stats, enrollment numbers, waitlist information, program attendance, attendance plans, participant discharge data, etc.).
• Assist in the development of and/or revisions to income criteria based on federal requirements.
• Assist with completion of the agency’s annual Program Information Report.

OPERATIONAL RESPONSIBILITIES

• Serve as the RWCFS records manager for participants of Head Start and Early Head Start.
• Assist in website maintenance, ensuring the information pertaining to ERSEA is current and accurate.
• Assist with the agency’s community- and self-assessments.
• Assist with modifications to the various applications for services.
• Participate in new employee orientation and onboarding.
• Recommend changes to ERSEA workflow, processes, policies, data entry, monitoring, etc. to improve efficiency and participant/family experience.
• Complete assigned operations paperwork, time sheets, mileage, and other reports as required, etc.
• Assist in the collection of In-Kind donations.
• Assist in preparing and implementing emergency preparedness and safety planning for agency activities.
• Support a culture of safety.
• Attend Operations meetings as needed and appropriate.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. It is the responsibility of the individual to inform the employer of any accommodation needed.The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned to the position.

PHYSICAL REQUIREMENTS

General Office Tasks: Sitting for long periods, moving from location to location (within buildings and from site to site) and using a computer for extended periods of time

Communication: Speaking clearly, answering phones, responding to website and/or email communication

Physical Activity: Depending on the job, one might need to lift, bend, or crouch

Visual Acuity: Seeing details of objects at various distances, as well as depth perception; the ability to withstand blue light from computer screens, smart phones, and other technology

Auditory Acuity: The ability to hear and focus on conversations and potentially respond quickly to sounds

MENTAL REQUIREMENTS

Cognitive Skills: Learning new information, remembering processes, focusing, categorizing, and integrating information for decision-making; making timely and effective decisions under pressure

Problem-Solving: Identifying problems, analyzing situations, and finding solutions

Organization and Planning: Organizing tasks, setting priorities, and managing time effectively

Adaptability: Adapting to changing situations and priorities

Stress Management: Managing stress and maintaining composure under pressure

EMOTIONAL REQUIREMENTS

Empathy and Emotional Intelligence: Understanding and responding to the emotions of team members; understanding one's own strengths and weaknesses and how they impact others

Conflict Resolution: Resolving conflicts constructively and fairly

Resilience: Maintaining a positive attitude and bouncing back from setbacks

Maintaining a Healthy Work-Life Balance: Engaging in activities that reduce stress and/or promote health and wellness

The physical, mental, and emotional requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORKING ENVIRONMENT:

• The employee primarily works indoors in an office that is typically located within a school building; the noise level in the work environment ranges from low to moderate.
• The employee occasionally works in outdoor weather conditions for short periods of time.
• The employee occasionally performs work/job related travel within Rock and Walworth Counties; occasional travel within and outside of the state may be required for conference attendance.
• The employee occasionally performs work in the evenings and on weekends to support recruitment and/or family events.
• The employee may encounter illness and/or be exposed to situations that require CPR or first-aid to be administered.

The work environment characteristics described here are representative of those an individual encounters while performing the essential functions of this position Reasonable accommodation may be made to enable individuals with disabilities to successfully function within the work environment.

Rock-Walworth Comprehensive Family Services, Inc. is an EEO Employer.