Job Description

This is a TEMPORARY PART-TIME position (25 hours per week for 20 weeks).

Want to be a DIFFERENCE MAKER? Join our team and BUILD BRIGHTER FUTURES.

WHY WORK FOR OAKLAND FAMILY SERVICES?

We know that in order for you to do your best work and meet our mission, you must be able to be your best self. At Oakland Family Services (OFS), we care about our staff as people first . We treat our team members like family and understand the importance of their families at home. We recognize the significance of flexibility and work/life balance.

We also know that your success…is our success. That’s why OFS not only honors the talent and experience you bring; we actively seek to develop it.

Oakland Family Services has proudly been named a Top Workplace for ten (10) consecutive years, voted on by our own staff. We offer a warm, engaging, equitable, supportive, and inclusive work environment.

ABOUT OAKLAND FAMILY SERVICES

Oakland Family Services is a private, non-profit service organization serving our community and building brighter futures for more than 100 years. We proudly offer a continuum of prevention, education and treatment services that span the human life cycle.

OUR MISSION: Providing individuals and families the opportunity to build brighter futures.

OUR VISION: Communities of thriving individuals and families.

Between our strong commitment to our mission and a workplace culture that puts our staff first, we enrich the lives of those we serve, strengthen families, and build brighter futures for those we serve and those we employ.

ABOUT THE OPPORTUNITY/WORK

The Early Childhood Education (ECE) Enrollment Assistant is responsible for acquiring and maintaining current knowledge of the Children’s Learning Center, including admission and eligibility criteria for inquiries, tours and enrollments of potential families and children for childcare and preschool. The position reports to the Early Childhood Education Manager. The following represents a summary of the major duties performed by individuals in the position. Staff may be requested to perform related tasks other than those specifically presented.

• In partnership with the Early Childhood Education Manager, is responsible for the overall recruitment strategy for both locations of the Children’s Learning Centers.
• Works closely and frequently with leadership to understand the program needs for each classroom including capacity, openings, availability and age requirements.
• Understands the programs offered and communicates with families the difference in the programs to determine the best fit based on age of the children.
• Has a clear understanding of the enrollment documents, parent handbook and affiliated websites needed for the process.
• Has enrollment packets ready and available at all times and to be distributed in person or via email.
• In partnership with the site manager, effectively manage a robust enrollment tracking system for all inquiries that is updated frequently, organized and includes specific information about the family inquiries.
• Responds promptly to all incoming inquiries through phone calls and emails. Frequently communicates with the site manager regarding the status of contacts that may need manager follow-up.
• Maintains consistent contact with leads through phone calls, emails, and personalized correspondence to address questions and guide them through the process.
• Schedules time with families to help with registration, complete paperwork and provide other resources as needed.
• Keeps enrollment documents organized and carefully reviews all required paperwork to be sure it has been completed thoroughly. Maintains copies for the child files and for the teachers' files when assigned. Manages up to site manager if there are challenges with obtaining the necessary paperwork. This will include DHHS approvals, child contact sheets, health appraisals, etc.
• Plans and coordinates time for tours, weekly open houses and events in partnership with the site manager and leadership.
• Thoughtfully preplans for all events and tours considering i.e., what set-up is needed, is collateral ready, do we have giveaways, is the center tour ready, is there a clean and organized space to review forms and answer questions, inform staff, refreshments ready, activity for the child to do, etc.
• Seeks out management, as needed, for inquiries who may have language barriers or the need for other resources i.e., having collateral available in other languages. Keeps a thorough and organized wait list for the Tuition Program, Great Start Readiness Program and Summer Camp Keeps in contact with the families for updates and communication purposes.
• In partnership with the site manager, reviews referrals from Oakland Schools for the GSRP program. Makes plans to follow up with the leads immediately and track all outcomes.
• Seeks information from Oakland Schools on any upcoming community events and fairs. Manages up to the site manager to coordinate attending event. Coordinates with marketing on events for social media purposes.
• Provides ongoing support and communication with families regarding admission status for funded and tuition programming.
• Coordinates time for outreach, including reviewing the current contact list, researching new leads, and preparing to distribute agency collateral.
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff.
• Other duties as assigned.

Does this Describe YOU?

• Bachelor’s degree in early childhood education or related field preferred.
• Demonstrated skill and proficiency in documentation, tracking, billing, auditing, and other clerical and office skills.
• Ability to react well under pressure, handle, and balance multiple demands at one time, work with frequent interruptions, and perform duties and tasks at expected levels of professionalism.
• Proficient in problem solving skills and critical thinking.
• Excellent interpersonal skills with ability to communicate effectively, speaking clearly and communicating thoughts succinctly.
• Accurate and excellent attention to detail with strong organizational skills.
• Excellent verbal and written communication skills.
• Ability to establish and maintain good relationships with people internal and external to the Agency.
• Ability to accept supervisory direction; ability to work as part of a team and to work independently.
• Flexibility in work schedule to accommodate the needs of the Agency to perform weekend and evening activities.
• Selected candidates for this position must possess a sensitivity to the diversity of the Agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation and socioeconomic characteristics.
• Special abilities and skills that are necessary to perform the required tasks and that best meet the needs of the Agency will also be considered. Any standard above may be waived when compensating specifications or circumstances exist.

WE KNOW CULTURE MATTERS…

We spend many hours of our day working. Workplace culture affects our well-being, how we feel about coming to work, and how we perform . Oakland Family Services prioritizes having a healthy, inclusive, equitable, and effective workplace culture . That’s why we proudly have ten (10) defined cultural value statements that dictate how we operate. Cultural values are embedded into all we do and how we do it!

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