Hybrid Admissions Coordinator na St. Francis Children’s Center

Overview:   The ECE Admissions Coordinator plays a vital role in supporting the success of our Early Childhood Education (ECE) program through effective management of enrollment, compliance, and family engagement. This position oversees the full enrollment process—from inquiries and tours to onboarding and transitions—while ensuring child records, health documentation, and tuition billing remain accurate and up to date. The coordinator works closely with the ECE Director, Assistant Director, classroom staff, and the finance team to maintain compliance with state licensing and accreditation standards, support full classroom enrollment, and uphold child/staff ratios. Additional responsibilities include organizing parent communications, maintaining waitlists, updating compliance records, and assisting in classrooms. This role is ideal for someone who is detail-oriented, highly organized, and passionate about early childhood education and family engagement.

Essential Functions

ECE Program Enrollment 

• Responsible forall aspects of enrollment including fielding inquiries, conducting tours,setting up shadow days, distributing and collecting applications, andonboarding families. Works closely with the ECE Director and classroom staff toensure smooth child entry and transitions.
• Collaborates with the Staff Accountant to ensureproper ProCare billing for new enrollments, classroom changes, and discharges.
• Continuouslymonitors classroom enrollments and attendance for appropriate child/staffratios
• Updates child waitlist, input new children into Procare, helps with paperwork as needed. 
• Updates and signs off on Tuition Histories.
• Collects Medication sheets and tracks medication expiration dates. 
• Collects and maintains child health reports and sunscreen forms. 
• Updates logbooks every 6 months. 
• Maintains bulletin board for Parents with current eventsand other useful information  
• Collaborates with the ECE Director and SFCC Leadership toplan and implement Special Events, which may include evenings and weekends

• Continuouslymonitors ECE budget to ensure proper ratios in classroom and full enrollment.
• Implements the enrollment waitlist process toensure timely contacts with families and the maximizing of the number ofchildren enrolled.

 ECE Program Compliance 

• Creates and maintains ECE child files ensuring compliance with State and NAC accreditation standards. This includes monitoring expiration dates for all required paperwork, working with parents to obtain current paperwork, etc. 
• Oversees the child long-term emergency healthplans and Health Reports
• Creates Exit Letters for Director of Early ChildhoodEducation to sign off on
• SchedulesParent/Teacher conferences and parent meetings as needed
• Providescoverage in classrooms on an as needed basis

Other ECE Duties

• Ensures thatparent-teacher conferences are scheduled as required
• Ensuringrequired documentation is in every student file
• Partners with the Staff Accountant to collect late tuition, as needed, as well as ensuring adherence to established attendance hours for each child 
• Participates in all required trainings and maintains necessary credentials required to provide emergency coverage in the classrooms 
• Other duties as assigned

 Physical Demands of the Position

• Sittingfor 90% of the time
• Walkand stand
• Bend/twistand reach
• Farvision at 20 feet or further; near vision at 20 inches or less
• Speakand hear
• Kneel,crouch, climb, feel, and stoop
• Liftobjects weighing up to 35 - 40 lbs
• Carryobjects weighing up to 35 - 40 lbs
• Push/pullobjects at a medium intensity level of effort
• Handleor manipulate objects at a medium intensity level of effort
• Fine finger manipulation for keying at a medium intensity

 Mental Requirements

• Ableto cope with changes in routine to accommodate the needs of the organization
• Ableto manage time efficiently, handle multiple tasks at a time and maintainconsistent high-quality performance in a dynamic and fast-paced environment

Environmental/Working Conditions

• Insidework environment 95% of the time

• Exposure at times to cold or warm drafts of air coming from the front door. 

Equipment Used

• Telephone
• Computer  
• Fax machine 
• Copy machine 
• Calculator 
• Postage meter 
• Printer 

Required Education/License/Certifications

• Associate's degree in early childhoodeducation, Human Services or related field required, Bachelor’s degreepreferred
• Two or moreyears of experience in early childhood education

Required Knowledge and Skills