Admission and Data Coordinator
Family Star Montessori, Denver, CO, United States
Family Star Montessori is seeking a full-time highly organized, detail-oriented, and relationship-focused Admissions and Data Coordinator to support enrollment across our Early Head Start, Head Start, state-funded, and tuition-based Montessori programs for our Denver and Lakewood locations. This hybrid position reports to the Admissions and Enrollment Manager and supports the full enrollment lifecycle — including recruitment, application processing, eligibility determination, data entry, enrollment tracking, and family communication. The Admissions and Data Coordinator ensures Family Star maintains full enrollment, meets federal and state compliance requirements, and provides a high-quality, responsive experience for families seeking authentic Montessori education and access for those who rely on our programs.
Benefits
401(k)
401(k) matching
Dental insurance
Donation matching
Employee discounts
Health insurance
Opportunity for advancement
Paid time off
Parental leave
Training & development
Tuition assistance
Vision insurance
Wellness resources
Employee assistance program
Flexible spending account
Health savings account
Life insurance
Professional development assistance
Salary: $21.15 - $24.04 hourly
Flexible work from home options available.
Key Responsibilities
Eligibility, Intake & Compliance
Help determine eligibility for Early Head Start, Head Start, and other funded programs in accordance with federal and state guidelines.
Collect and verify required documentation, including income, residency, age, and other eligibility factors.
Complete enrollment intakes, including health history, developmental information, and required releases.
Maintain prioritized waitlists and support placement decisions in collaboration with program leadership.
Support monitoring, audits, and ongoing compliance activities with timeliness and accuracy.
Data & Recordkeeping
Accurately enter, maintain, and audit comprehensive child and family data in COPA and other internal systems with attention to detail.
Maintain up-to-date case notes of interactions with families as they move from initial applicants to prospective enrollees, to enrolled in the program.
Create and maintain organized electronic and physical files that meet Head Start and licensing requirements.
Coordinate and run reports for Head Start, Early Head Start, Home-Based and other programs.
Monitor enrollment status for families to ensure a seamless process through coordination with school leadership and enrolling families.
Assist with grant reporting across program models, as needed.
Ensure timely and accurate documentation to support funding and reporting requirements.
Family Communication & Admission Support
Serve as an initial point of contact for prospective families, providing clear and welcoming guidance throughout the application and enrollment process.
Assist families with completing applications and gathering required documentation.
Support enrollment intakes and conduct eligibility reviews in accordance with program requirements.
Provide information about program options, eligibility requirements, and next steps in the waitlist or admissions process.
Ensure all interactions reflect Family Star’s warm, and professional culture.
Recruitment & Outreach
Support the Admission and Enrollment Manager of Family Star’s enrollment and recruitment plan, with a focus on reaching eligible families and maintaining strong community connections.
Participate in outreach events, tours, and enrollment activities as needed.
Respond promptly to inquiries and maintain ongoing communication with interested families utilizing multiple modalities of communication from text to in-person to video calls.
Follow-up with potential families to maintain active waitlists and fill vacancies quickly.
Understand and effectively communicate the various program models and the services that each provides, including Head Start, Early Head Start, UPK, and Private pay.
Coordination & Operational Support
Collaborate with site leaders, family services staff, and program teams to coordinate classroom placements and transitions.
Track enrollment changes, withdrawals, and transitions (e.g., Early Head Start to Head Start) to understand and identify recruitment gaps or needs.
Identify process issues or recurring challenges and support continuous improvement.
Perform additional related duties as assigned by the Admissions and Enrollment Manager.
Requirements
Bachelor’s Degree in Human Services, Social Services, Child Development, or Business Analytics or similar focus; or equivalent professional experience in Early Childhood Education or Nonprofit organizations.
Bilingual (English/Spanish) fluency in verbal and written communications.
Strong organizational skills and acute attention to detail.
Experience with enrollment data entry and maintenance of confidential records.
Proficiency in Microsoft Office Suite, including Excel, for tracking, reporting, and data verification.
Excellent written and verbal communication skills, including the ability to clearly explain eligibility, enrollment steps, and program options to families in both English and Spanish.
Strong interpersonal and customer service skills, with demonstrated ability to engage families from diverse cultural and linguistic backgrounds.
Demonstrated technology proficiency, including the ability to learn and effectively use data systems.
Accurately collect, verify, and maintain documentation in compliance program requirements.
Manage confidential information and maintain accurate records.
Work independently and manage multiple priorities.
Communicate effectively and respectfully with families from diverse cultural and linguistic backgrounds.
Commitment to Family Star’s mission, vision, values, and family-centered approach.
Preferred Qualifications
1-3 years’ experience with Head Start or Early Head Start enrollment.
1-3 years’ experience with enrollment data entry and maintenance of confidential records.
Familiarity with COPA or similar data systems.
1-3 years’ experience in school admissions, early childhood education, or nonprofit operations.
Knowledge of systems for government assistance programs and enrollment requirements.
Equal Opportunity Employer
Family Star Montessori is an equal opportunity employer and encourages candidates from all backgrounds and lived experiences to apply. We are unable to sponsor work visas at this time and applicants must be eligible to work in the United States.
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Benefits
401(k)
401(k) matching
Dental insurance
Donation matching
Employee discounts
Health insurance
Opportunity for advancement
Paid time off
Parental leave
Training & development
Tuition assistance
Vision insurance
Wellness resources
Employee assistance program
Flexible spending account
Health savings account
Life insurance
Professional development assistance
Salary: $21.15 - $24.04 hourly
Flexible work from home options available.
Key Responsibilities
Eligibility, Intake & Compliance
Help determine eligibility for Early Head Start, Head Start, and other funded programs in accordance with federal and state guidelines.
Collect and verify required documentation, including income, residency, age, and other eligibility factors.
Complete enrollment intakes, including health history, developmental information, and required releases.
Maintain prioritized waitlists and support placement decisions in collaboration with program leadership.
Support monitoring, audits, and ongoing compliance activities with timeliness and accuracy.
Data & Recordkeeping
Accurately enter, maintain, and audit comprehensive child and family data in COPA and other internal systems with attention to detail.
Maintain up-to-date case notes of interactions with families as they move from initial applicants to prospective enrollees, to enrolled in the program.
Create and maintain organized electronic and physical files that meet Head Start and licensing requirements.
Coordinate and run reports for Head Start, Early Head Start, Home-Based and other programs.
Monitor enrollment status for families to ensure a seamless process through coordination with school leadership and enrolling families.
Assist with grant reporting across program models, as needed.
Ensure timely and accurate documentation to support funding and reporting requirements.
Family Communication & Admission Support
Serve as an initial point of contact for prospective families, providing clear and welcoming guidance throughout the application and enrollment process.
Assist families with completing applications and gathering required documentation.
Support enrollment intakes and conduct eligibility reviews in accordance with program requirements.
Provide information about program options, eligibility requirements, and next steps in the waitlist or admissions process.
Ensure all interactions reflect Family Star’s warm, and professional culture.
Recruitment & Outreach
Support the Admission and Enrollment Manager of Family Star’s enrollment and recruitment plan, with a focus on reaching eligible families and maintaining strong community connections.
Participate in outreach events, tours, and enrollment activities as needed.
Respond promptly to inquiries and maintain ongoing communication with interested families utilizing multiple modalities of communication from text to in-person to video calls.
Follow-up with potential families to maintain active waitlists and fill vacancies quickly.
Understand and effectively communicate the various program models and the services that each provides, including Head Start, Early Head Start, UPK, and Private pay.
Coordination & Operational Support
Collaborate with site leaders, family services staff, and program teams to coordinate classroom placements and transitions.
Track enrollment changes, withdrawals, and transitions (e.g., Early Head Start to Head Start) to understand and identify recruitment gaps or needs.
Identify process issues or recurring challenges and support continuous improvement.
Perform additional related duties as assigned by the Admissions and Enrollment Manager.
Requirements
Bachelor’s Degree in Human Services, Social Services, Child Development, or Business Analytics or similar focus; or equivalent professional experience in Early Childhood Education or Nonprofit organizations.
Bilingual (English/Spanish) fluency in verbal and written communications.
Strong organizational skills and acute attention to detail.
Experience with enrollment data entry and maintenance of confidential records.
Proficiency in Microsoft Office Suite, including Excel, for tracking, reporting, and data verification.
Excellent written and verbal communication skills, including the ability to clearly explain eligibility, enrollment steps, and program options to families in both English and Spanish.
Strong interpersonal and customer service skills, with demonstrated ability to engage families from diverse cultural and linguistic backgrounds.
Demonstrated technology proficiency, including the ability to learn and effectively use data systems.
Accurately collect, verify, and maintain documentation in compliance program requirements.
Manage confidential information and maintain accurate records.
Work independently and manage multiple priorities.
Communicate effectively and respectfully with families from diverse cultural and linguistic backgrounds.
Commitment to Family Star’s mission, vision, values, and family-centered approach.
Preferred Qualifications
1-3 years’ experience with Head Start or Early Head Start enrollment.
1-3 years’ experience with enrollment data entry and maintenance of confidential records.
Familiarity with COPA or similar data systems.
1-3 years’ experience in school admissions, early childhood education, or nonprofit operations.
Knowledge of systems for government assistance programs and enrollment requirements.
Equal Opportunity Employer
Family Star Montessori is an equal opportunity employer and encourages candidates from all backgrounds and lived experiences to apply. We are unable to sponsor work visas at this time and applicants must be eligible to work in the United States.
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