PHLpreK Enrollment & Referral Coordinator

Career Opportunities @Phmc•Philadelphia, PA

About The Position

The PHLpreK Enrollment and Referral Coordinator leads the implementation of the PHLpreK enrollment process, including utilization of the City of Philadelphia’s unified online application. This position provides oversight of intake and referral activities, including management of call center functions for the City’s unified enrollment initiative, FreePhillyPreK. This position coordinates enrollment and referral activities with the School District of Philadelphia and other key partners in the City of Philadelphia to ensure full enrollment of PHLpreK, Head Start, and Pre-K Counts and utilization of subsidized early learning services when eligible. This position uses high-quality customer service, screening, and intake approaches in accordance with policy and procedure and designs systems to ensure that families are referred timely to free pre-K locations meeting their needs. The PHLpreK Enrollment and Referral Coordinator develops provider-facing materials and facilitates training to support provider enrollment activities. This position uses data collection and analysis methods to effectively report on activity and trends for the call center, grievances, and exit surveys from discharged families about the PHLpreK. The Coordinator utilizes data to identify trends for system improvement. This position is under the direct supervision of the PHLpreK Enrollment and Family Engagement Manager and works closely with the PHLpreK management team. The PHLpreK Enrollment and Referral Coordinator supervises the Enrollment and Referral Specialists.

Requirements

Ability to work independently as well as effectively function as a member of a team
Ability to supervise staff and implement performance management
Ability to use database systems for tracking and reporting
Ability to meet deadlines
Knowledge of early learning systems and subsidized childcare funding sources
Knowledge of community resources
Knowledge of general office policies, procedures, and work methods
Proficiency with computers and knowledge of networked systems, applications for database management, tracking, and reporting in a human services or similar environment
Strong technological skills and ability to learn and understand new databases and systems quickly
Demonstrated proficiency in basic statistics and data analysis, reviewing data for accuracy, identifying discrepancies, and implementing solutions to correct errors
Demonstrated ability to communicate effectively with a diverse array of audiences in a positive, pleasant, professional, and productive manner in writing, by telephone, online, and in person
Ability to present a positive image of the organization to members of the community
Superior written and verbal communication skills
Ability to multitask, manage time effectively, and handle high call volumes
Ability to train database users
Ability to organize and maintain complete, accurate, and accessible files/records
Strong problem-solving and conflict resolution skills
This position includes physical demands associated with office work, including bending, lifting, and carrying.
This position may require attendance at weekend or evening meetings or trainings.
This position may require travel.
Bachelor's degree in business administration, human services, social work, education, or a related field required
Two years of related experience in human services, early childhood, education, government, or a related field required
Experience in community engagement and outreach required
Previous supervisory experience and demonstrated leadership ability required

Nice To Haves

Master’s degree

Responsibilities

Implement, monitor, and reconcile unified enrollment workflows in coordination with the School District of Philadelphia (SDP) enrollment team to ensure alignment and compliance.
Administer enrollment functions within the City’s unified online application system, including application review, status updates, and data validation.
Administer the PHLpreK enrollment process.
Create, implement, and coordinate PHLpreK enrollment orientation.
Develop training materials and resources for providers and staff to effectively conduct enrollment activities.
Crosstrain PHLpreK team members to support intake and referral activities as necessary during peak enrollment periods.
Conduct accountability activities to ensure that the volume of enrollment approval is executed in alignment with funder requirements around eligibility and utilization.
Ensure risk mitigation strategies are utilized to complete timely enrollment approval to support enrollment-based payment to PHLpreK subcontractors.
Develop and implement protocols governing referral and intake activities (e.g., email and phone communication) with interested families.
Review trend data to ensure high-quality customer service, timeliness, and effectiveness.
Create and utilize systems to track PHLpreK referrals to ensure enrollment of eligible families into PHLpreK.
Ensure that follow-up with families is conducted as necessary.
Liaise with key stakeholders (e.g., OCDEL, ELRC, School District, City) to identify resource gaps and to support the full enrollment of PHLpreK, Head Start, Pre-K Counts, and subsidized early learning services in Philadelphia and create reporting systems to track referrals to other public funding.
Establish MOUs and data sharing agreements where appropriate to support the coordination of services.
Liaise with the Data & Performance and ChildWare teams to coordinate effective and accurate data entry into ChildWare and report on this data using ChildWare reports.
Ensure successful follow-up on ChildWare tickets related to enrollment.
Create tools to conduct satisfaction data collection related to the enrollment process with families and design and implement an exit survey for families who disenroll children from the PHLpreK system.
Actively seek opportunities and cultivate partnerships to expand the value of program services in alignment with funder priorities and guidance.
Provide guidance and leadership to staff to emphasize the importance of the program achieving high standards of quality service delivery.
Support external evaluation activities of the PHLpreK network when requested.
Generate, manipulate, and analyze standing enrollment reports using Microsoft Excel (e.g., filtering, formulas, pivot tables) to support operational oversight and decision-making.
Perform duplicate enrollment audits and outbound verification calls to resolve conflicts and ensure each child is actively enrolled at a single site per program requirements.
Serve as backup for regular enrollment reporting, including reports about intake line utilization, slot vacancy, and approved enrollment rates.
Perform data review, data cleaning, and data entry as necessary.
Contribute to the PHLpreK Quarterly and Annual reports to OCF.
Participate in PHLpreK Leadership Team meetings.
Supervise the PHLpreK Enrollment Specialists and establish systems for training, coaching, feedback, and accountability using established performance expectations.
Perform other duties as assigned.