Enrollment Specialist
Catalyst Family Inc., Irvine, CA, United States
Irvine Office
5 Park Plz
Suite 950
Irvine, CA 92614, USA
Pay and Shift Pay or shift range: $19.46 USD to $29.19 USD. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.
Description Position Overview The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.
Key Responsibilities
Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion, providing guidance, resources, and support with enrollment paperwork, childcare needs, and documentation requirements
Conduct onsite enrollment activities at assigned centers, including meeting with families, collecting documentation, and assisting with completion of enrollment and eligibility forms
Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation, applying program regulations and agency procedures, and ensuring files support eligibility, need, and fee determinations
Maintain and utilize waiting lists in accordance with enrollment priorities, Catalyst policies, and regulatory requirements, ensuring documentation supports compliance
Process enrollments, recertifications, family status changes, and related data entry in a timely manner to maintain accurate records, continued eligibility, and compliance with program requirements
Maintain complete, current, and audit-ready family and child files, complete required data entry and reporting, and support internal and external audits in alignment with state deadlines, audit schedules, and Catalyst policies
Ensure accurate program selection, schedules, tuition entries, and special fee assessments to support correct family billing and enrollment records
Support tuition-related processes by preparing Notices of Action for approvals, changes, denials, and terminations; processing payment-related documentation; assisting with returned checks, payment plans, refunds, and collections activity; and responding to questions regarding payment status and documentation requirements
Collaborate with center leadership, site staff, accounting, compliance, and program leadership to support coordinated enrollment efforts, accurate billing and enrollment records, and regulatory alignment
Represent the organization and support enrollment outreach, including mass-enrollment and family-facing events, as assigned
Work independently across multiple assigned locations, prioritize a shifting and deadline-driven workload, and elevate complex eligibility determinations, compliance concerns, or family issues appropriately
Perform other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee’s job classification, skills, and training
Required Qualifications
High School Diploma or GED equivalent
3-5 years’ experience in customer service, data entry, or administrative functions
Proficiency with MS Office (Word, Excel, Access) or related databases
Competence with PC and keyboarding skills
Preferred Qualifications
Associate’s degree in Business or related field
Experience working with subsidized childcare programs or public funding sources
Ability to interpret program regulations and review documentation for completeness, accuracy, and compliance in determining family eligibility, need, and fees
Strong communication, customer service, and interpersonal skills, with the ability to support families and collaborate effectively with internal teams
Strong organizational, time management, and follow-up skills, with the ability to prioritize shifting work across multiple locations in a deadline-driven environment
Ability to maintain accuracy and attention to detail in data entry, file maintenance, billing support, and audit-related documentation
Ability to work independently, demonstrate initiative, exercise sound judgment, and elevate issues appropriately after training
Ability to maintain confidentiality of family, child, and financial information
Working Conditions
Generally pleasant working conditions
Less than 50% of daily assignments involve prolonged physical effort
Approximately 75% of work time is spent onsite at assigned child care centers where children are present, with noise, activity, and interruptions typical of early childhood environments
Must be able to transport enrollment documentation and materials between offices and centers as needed to support enrollment operations and compliance activities
Travel: Up to 75% (regionally)
Shift Type Full Time, Onsite (2 days onsite out of assigned Regional Office, 3 days based out of assigned center locations)
Schedule Monday – Friday, 8-hour shift between the hours of 8am - 6pm
Benefits
Medical, Dental, and Vision Benefits
401(k) Retirement plan and Employee Assistance Program (EAP)
Personal Health Advocate
Paid vacation, sick time, and holidays
Discounted childcare
Access to the Calm app
Tickets at Work employee discounts
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
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Pay and Shift Pay or shift range: $19.46 USD to $29.19 USD. Final offers are based on various factors, including skill set, experience, location, qualifications and other job-related reasons.
Description Position Overview The Enrollment Specialist provides multi-site enrollment, eligibility determination, administrative support, and logistical coordination to assigned centers to support operational efficiency and ensure compliance with program regulations.
Key Responsibilities
Serve as the primary liaison to families throughout the enrollment process, from initial contact through completion, providing guidance, resources, and support with enrollment paperwork, childcare needs, and documentation requirements
Conduct onsite enrollment activities at assigned centers, including meeting with families, collecting documentation, and assisting with completion of enrollment and eligibility forms
Determine and verify family eligibility, need, and fees for subsidized and full-fee programs by reviewing documentation, applying program regulations and agency procedures, and ensuring files support eligibility, need, and fee determinations
Maintain and utilize waiting lists in accordance with enrollment priorities, Catalyst policies, and regulatory requirements, ensuring documentation supports compliance
Process enrollments, recertifications, family status changes, and related data entry in a timely manner to maintain accurate records, continued eligibility, and compliance with program requirements
Maintain complete, current, and audit-ready family and child files, complete required data entry and reporting, and support internal and external audits in alignment with state deadlines, audit schedules, and Catalyst policies
Ensure accurate program selection, schedules, tuition entries, and special fee assessments to support correct family billing and enrollment records
Support tuition-related processes by preparing Notices of Action for approvals, changes, denials, and terminations; processing payment-related documentation; assisting with returned checks, payment plans, refunds, and collections activity; and responding to questions regarding payment status and documentation requirements
Collaborate with center leadership, site staff, accounting, compliance, and program leadership to support coordinated enrollment efforts, accurate billing and enrollment records, and regulatory alignment
Represent the organization and support enrollment outreach, including mass-enrollment and family-facing events, as assigned
Work independently across multiple assigned locations, prioritize a shifting and deadline-driven workload, and elevate complex eligibility determinations, compliance concerns, or family issues appropriately
Perform other duties that are reasonably related to the position’s key responsibilities and are consistent with the employee’s job classification, skills, and training
Required Qualifications
High School Diploma or GED equivalent
3-5 years’ experience in customer service, data entry, or administrative functions
Proficiency with MS Office (Word, Excel, Access) or related databases
Competence with PC and keyboarding skills
Preferred Qualifications
Associate’s degree in Business or related field
Experience working with subsidized childcare programs or public funding sources
Ability to interpret program regulations and review documentation for completeness, accuracy, and compliance in determining family eligibility, need, and fees
Strong communication, customer service, and interpersonal skills, with the ability to support families and collaborate effectively with internal teams
Strong organizational, time management, and follow-up skills, with the ability to prioritize shifting work across multiple locations in a deadline-driven environment
Ability to maintain accuracy and attention to detail in data entry, file maintenance, billing support, and audit-related documentation
Ability to work independently, demonstrate initiative, exercise sound judgment, and elevate issues appropriately after training
Ability to maintain confidentiality of family, child, and financial information
Working Conditions
Generally pleasant working conditions
Less than 50% of daily assignments involve prolonged physical effort
Approximately 75% of work time is spent onsite at assigned child care centers where children are present, with noise, activity, and interruptions typical of early childhood environments
Must be able to transport enrollment documentation and materials between offices and centers as needed to support enrollment operations and compliance activities
Travel: Up to 75% (regionally)
Shift Type Full Time, Onsite (2 days onsite out of assigned Regional Office, 3 days based out of assigned center locations)
Schedule Monday – Friday, 8-hour shift between the hours of 8am - 6pm
Benefits
Medical, Dental, and Vision Benefits
401(k) Retirement plan and Employee Assistance Program (EAP)
Personal Health Advocate
Paid vacation, sick time, and holidays
Discounted childcare
Access to the Calm app
Tickets at Work employee discounts
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.
#J-18808-Ljbffr