Enrollment Coordinator

Job Description

Job Description

Description: An award winning, nationally recognized youth development program

Who We Are

ICAN is a non-profit organization that provides free, out-of-school time programs serving East Valley youth. Since its founding in 1991, ICAN has remained dedicated to its mission to provide free, comprehensive programs that empower youth to be productive, self-confident, and responsible members of the community. ICAN’s goal is to break the cycle of poverty, creating a new pathway for youth to achieve future success. We do this by providing safe, enriching programs for our children and their families, teaching youth the life skills they need now to lay the foundation for a brighter future via programs enriched with STEAM, literacy, sports and more.

Our Culture

At ICAN, we believe every child and every family deserves access to quality childcare, keeping parents working and kids safe, and each of our team members is passionate about spreading this purpose.

You are most likely to find success at ICAN if you are:

• Eager to BLAZE TRAILS, innovate, and create impact
• Growth minded and optimistic; can BOUNCE BACK by seeing mistakes and challenges as opportunities to learn
• People-oriented, making investments every day to CULTIVATE SELF & OTHERS
• Prepared to SHOW UP & SPEAK UP by being authentic and engaged, aware of how your actions and contributions impact others

The Role

As the Enrollment Coordinator, you will manage the enrollment process and provide critical support to families throughout their journey with ICAN's afterschool program. You will play an essential role in ensuring smooth registration, helping with inquiries, and offering direct assistance to families. You will also be responsible for maintaining accurate enrollment data and facilitating communication with families. Your work will support the seamless onboarding of new and returning families and ensure that our enrollment process is accessible to all. Reporting to the Chief Operating Officer you will do this by:

Family Support and Communication (40%)

• Respond to registration and enrollment inquiries from new and returning families (via email, text, phone, in person).
• Provide guidance on how to register in Spanish and English, waitlist updates, and general information about the program.
• Assist with translation of registration announcements and messages.
• Offer in-person or phone assistance to parents/guardians who do not have technology, may be vision impaired, or struggle with technology (Offer registration assistance days/open hours).
• Maintain communication with families regarding the enrollment process and any updates or changes to the program.
• Support parents with registration follow-ups, clarifications, and confirmations.
• Stay abreast of what's happening in the afterschool program and keep families informed with updated newsletters, important notices, closures, etc.
• Be aware of policy, guidelines, or other changes of the afterschool program.
• Orient families and youth members to the afterschool program, practices, and philosophy.
• Maintain resources & referrals for families with special needs or in crisis.
  

Enrollment Management (25%)

• Assist with open house registration events.
• Collaborate with Site Leads to manage waitlists and transitions.
• Share 1st Day Details with newly enrolled youth at Main.
• Travel to multiple site locations in the East Valley to provide onsite enrollment support.
• Ensure that enrollment processes are documented and followed accurately across all sites.
• Consult with Site Supervisors to manage placements and transitions of children in the afterschool program.
• Communicate with feeder school regarding enrollment updates/waitlist status
• Share registration process with feeder school to provide to families on site
  

Data Management and Reporting (30%)

• Enter or assign entry of family data in the database.
• Ensure accurate data entry of all youth member files and update household/emergency contacts.
• Create and maintain attendance data dashboards.
• Produce regular enrollment, attendance, and demographic reports for all locations.
• Monitor the 10-day drop policy, ICAN site procedures, and the Restorative Behavior process.
• Manage all survey collections and share data in appropriate dashboards/reports.
• Develop polished materials to share survey feedback results with the Executive Team and various internal and external stakeholders.

Employee Benefits

At ICAN, we believe in investing in our employees. Our benefits package was designed to keep our employees well, happy and engaged so they can further the mission and live by our core values. ICAN offers a flexible hybrid work environment and the ability for telecommuting.

Full-Time Benefits:

• 14 paid holidays each year including your birthday
• 2 paid mental health days
• 80 hours of paid time off & 40 hours of sick time
• Paid Winter Closure (Dec.24-Jan.2)
• Paid Professional Development Opportunities and Trainings
• 403b Retirement Savings Account
• Comprehensive Benefits: Medical, Dental, Vision, STD, Employee Assistance Program

Role Specific:

• 40 hours a week
• In Office
• Requires Travel between Chandler & Mesa
• Monday-Friday 9:00am-5:30pm

Please note: that the schedule may vary to accommodate special events and other organizational needs.

Can you help us make a difference in the community? If so, we hope to hear from you.

Salary Range: $19-$22 hourly, based on experience and nonprofit pay scale

Experience/Skills

We care more about who you are than what you’ve done. That said, here are some highlights of the type of person and background we believe would thrive:

• 1–3 years of experience in enrollment management, registration coordination, or community relations.
• PowerSchool K-12 Software experience preferred
• Fluency in both English and Spanish, with the ability to communicate effectively with Spanish-speaking families.
• Minimum of 21 years old and valid AZ driver’s license
• Dependable vehicle with proof of current AZ registration and valid insurance
• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Proficient in delegation and empowering others to accomplish objectives efficiently
• Ability to act with integrity, professionalism, and confidentiality
• Passion for cultivating the full potential of others
• Demonstrate humility, respect and positivity
• Consistent ability to say what you mean and do what you say
• Committed to raising the bar every day and inspiring others to do the same
• Strong desire to learn and grow