POSITION SUMMARY:
The Enrollment Coordinator plays a critical operational role in ensuring children and families are successfully enrolled, supported, and maintained in our programs. This position requires strong case management skills, attention to detail, and expertise in database management to maintain accurate records, track enrollment pipelines, and support compliance requirements.
The ideal candidate is highly organized, systems-oriented, and able to balance family-facing support with administrative precision.
KEY RESPONSIBILITIES:
Enrollment & Case Management
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Serve as the primary point of contact for prospective and enrolled families throughout the enrollment lifecycle
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Manage a caseload of families, guiding them through application, eligibility, enrollment, and ongoing participation
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Provide clear, responsive communication to families regarding program options, requirements, and timelines
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Monitor enrollment status and follow up proactively to ensure completion of required steps
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Support families in navigating documentation requirements, including private pay/subsidies/alternative payment/CCTR/CSPP/ELOP, eligibility and need verification, and program policies
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Maintain confidentiality and professionalism in all family interactions
Database & Systems Management
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Maintain accurate and up-to-date records in enrollment databases (e.g., child care management systems, Microsoft Office / Google Workspace (especially spreadsheets)
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Track enrollment pipelines, waitlists, and openings across multiple program sites
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Audit records regularly to ensure compliance with internal standards and licensing requirements
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Generate reports on enrollment trends, vacancies, and projections
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Identify and resolve discrepancies in records and data
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Support system improvements and process efficiencies related to data tracking
Compliance & Documentation
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Ensure all enrollment files are complete and meet licensing and funding requirements (e.g., CA Child Care Licensing, CCTR, and CSPP)
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Track required forms, deadlines, and documentation renewals
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Support audits by maintaining organized and accessible records
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Stay current on relevant policies and regulations impacting enrollment
Cross-Functional Collaboration
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Partner with Site Directors and Program Leadership to align enrollment with staffing and capacity
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Communicate enrollment updates, openings, and changes across teams
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Support the onboarding of new families to ensure a smooth transition into programs
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Assist with outreach efforts, tours, and enrollment events as needed
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Work with the Director of Finance when a new family begins to process billing enrollment
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Assist families in planning and implementing a smooth transition between program options or from program to program.
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Participate in all required CCTR and CSPP subcontractor meetings and training held by the San Mateo County Office of Education (SMCOE) or other hosting agencies.
QUALIFICATIONS:
Required
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Prior experience in case management, enrollment coordination, and administrative support (child care, education, or nonprofit preferred)
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Strong database management and data accuracy skills (experience with child care software, or similar tools)
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High attention to detail and the ability to manage multiple priorities
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Excellent written and verbal communication skills
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Ability to handle sensitive information with discretion
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Proficiency in Microsoft Office / Google Workspace (especially spreadsheets)
Preferred
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Experience with child care enrollment systems (e.g., Care, ProCare, NoHo, KinderSystems, or similar).
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Familiarity with subsidized child care programs and eligibility requirements (California experience strongly preferred).
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Experience working with diverse families.
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Work experience that demonstrates the ability to work well with community resource agencies.
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Bilingual candidates (proficient in speaking/reading/writing Spanish).
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Other responsibilities as assigned.
Core Competencies
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Case Management: Organized, responsive, and supportive in managing multiple family cases
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Data Integrity: Accurate, detail-oriented, and systems-focused
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Communication: Clear, professional, and family-centered
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Problem-Solving: Proactive and solution-oriented
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Collaboration: Works effectively across teams and sites
Compensation & Benefits
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Pay Range: $28-$32/hour
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Health, Dental, Vision, Life Benefits
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Paid Time Off and Holidays
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403(b) Retirement Plan with Employer Matching
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Professional Development Opportunities
Why Join Us
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Mission-driven work supporting children and families
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Collaborative, supportive team environment
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Opportunity to build systems and improve processes
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Meaningful impact on access to high-quality child care for our community
