Job Details

This is a TEMPORARY PART-TIME position (25 hours per week for 20 weeks).

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The Early Childhood Education (ECE) Enrollment Assistant is responsible for acquiring and maintaining current knowledge of the Children’s Learning Center, including admission and eligibility criteria for inquiries, tours and enrollments of potential families and children for childcare and preschool. The position reports to the Early Childhood Education Manager. The following represents a summary of the major duties performed by individuals in the position. Staff may be requested to perform related tasks other than those specifically presented.    

• In partnership with the Early Childhood Education Manager, is responsible for the overall recruitment strategy for both locations of the Children’s Learning Centers. 
• Works closely and frequently with leadership to understand the program needs for each classroom including capacity, openings, availability and age requirements.
• Understands the programs offered and communicates with families the difference in the programs to determine the best fit based on age of the children.
• Has a clear understanding of the enrollment documents, parent handbook and affiliated websites needed for the process.
• Has enrollment packets ready and available at all times and to be distributed in person or via email.
• In partnership with the site manager, effectively manage a robust enrollment tracking system for all inquiries that is updated frequently, organized and includes specific information about the family inquiries. 
• Responds promptly to all incoming inquiries through phone calls and emails. Frequently communicates with the site manager regarding the status of contacts that may need manager follow-up. 
• Maintains consistent contact with leads through phone calls, emails, and personalized correspondence to address questions and guide them through the process.
• Schedules time with families to help with registration, complete paperwork and provide other resources as needed. 
• Keeps enrollment documents organized and carefully reviews all required paperwork to be sure it has been completed thoroughly. Maintains copies for the child files and for the teachers' files when assigned. Manages up to site manager if there are challenges with obtaining the necessary paperwork. This will include DHHS approvals, child contact sheets, health appraisals, etc.
• Plans and coordinates time for tours, weekly open houses and events in partnership with the site manager and leadership. 
• Thoughtfully preplans for all events and tours considering i.e., what set-up is needed, is collateral ready, do we have giveaways, is the center tour ready, is there a clean and organized space to review forms and answer questions, inform staff, refreshments ready, activity for the child to do, etc.
• Seeks out management, as needed, for inquiries who may have language barriers or the need for other resources i.e., having collateral available in other languages. Keeps a thorough and organized wait list for the Tuition Program, Great Start Readiness Program and Summer Camp Keeps in contact with the families for updates and communication purposes. 
• In partnership with the site manager, reviews referrals from Oakland Schools for the GSRP program. Makes plans to follow up with the leads immediately and track all outcomes. 
• Seeks information from Oakland Schools on any upcoming community events and fairs. Manages up to the site manager to coordinate attending event. Coordinates with marketing on events for social media purposes. 
• Provides ongoing support and communication with families regarding admission status for funded and tuition programming. 
• Coordinates time for outreach, including reviewing the current contact list, researching new leads, and preparing to distribute agency collateral. 
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff. 
• Other duties as assigned.