ADMINISTRATIVE COORDINATOR/ENROLLMENT SPECIALIST- PHLpreK

Division / Program: 
UAC PHLpreK
Position Details
Opening Date: 
Tue, 09/12/2017
Position Summary: 
JOB DESCRIPTION:   The Administrative Coordinator/Enrollment Specialist is responsible for supporting all PHLpreK administrative functions at UAC and responsible for supporting the accuracy and efficiency of the PHLpreK enrollment for UAC PHLpreK programs.   Reporting to the Project Manager, the Administrative Coordinator/Enrollment Specialist will complete administrative tasks and ensure smooth and efficient administrative operation of the PHLpreK department. Administrative Coordinator/Enrollment Specialist will review, monitor, and provide reports of the ChildWare data system as well as complete administrative tasks related to the PHLpreK enrollment process. The Administrative Coordinator/Enrollment Specialist will monitor PHLpreK programs enrollment documentation and conduct enrollment audits. In addition, the Administrative Coordinator/Enrollment Specialist ensures the invoicing process is conducted with fidelity by monitoring the children enrolled in PHLpreK in ChildWare. This position communicates directly with PHLpreK providers regarding enrollment, helps to process invoices, and produces enrollment reports. This position requires strong problem solving and organizational skills.  Travel throughout Philadelphia is required. In addition, the Administrative Coordinator/Enrollment Specialist must attend early childhood professional development sessions and early childhood meetings. The position requires building strong relationships with a diverse client base and may require travel throughout Philadelphia.
Reports To: 
UAC PROJECT MANAGER
Key Duties & Responsibilities: 
Specific tasks include (but are not limited to): Administrative Coordinator
  • Plan, initiate, and manage administrative activities and processes for the UAC PHLpreK program.
  • Prepare and/or review correspondence, reports, charts, spreadsheets and other related PHLpreK materials.
  • Send and collect monthly invoices, amended budgets, and contract amendments.
  • Track documents collected and outstanding from PHLpreK programs.
  • Collect data from providers requested from the City/PHMC and UAC data collection.
  • Develop and send weekly UAC PHLpreK newsletter.
  • Organize and plan logistics for monthly UAC PHLpreK Workgroups.
  • Collect and file PHLpreK documentation.
  • Organize and file provider documents.
  • Complete desk audits of enrollment paperwork.
  • Plan logistics for UAC PHLpreK trainings and meetings.
  • Attend UAC weekly PHLpreK strategy meetings.
  • Provide reports, as needed, to the PHLpreK Project Manager.
  • Build strong relationships with PHLpreK providers and a network of supporting service providers to maximize effectiveness and quality.
  • Work with internal team including Project Manager, Coordinator, Accountant, and Bookkeepers to ensure PHLpreK providers are provided with consistent, customer-friendly, and high quality support.
  • Consult with other staff and stakeholders about PHLpreK provider progress, concerns, and ongoing needs.
  • Manages relationships with facilities, vendors, and other key hub contacts.
  • Maintains accurate records of services provided and other key metrics to provide timely reporting on activities.
  Enrollment Specialist
  • Plan, initiate, and manage enrollment related processes for the UAC PHLpreK program.
  • Prepare and/or review correspondence, reports, charts, spreadsheets and other related PHLpreK materials. Utilizes ChildWare data system on a daily basis for data analysis.
  • Send and collect monthly invoices, amended budgets, and contract amendments. Assist in the processing of all invoices.
    • Track documents collected and outstanding from PHLpreK programs.
    • Collect enrollment data from providers requested from the City/PHMC and UAC data collection.
  • Serve as a contact with Pre-K providers regarding enrollment via email, phone and in person.
  • Provide guidance and support regarding PHLpreK recruitment and outreach events.
    • Collect and file PHLpreK enrollment documentation.
    • Organize and file provider documents.
      • Complete desk and on-site audits of enrollment paperwork.
      • Attend UAC weekly PHLpreK strategy meetings.
      • Provide reports, as needed, to the PHLpreK Project Manager.
      • Build strong relationships with PHLpreK providers and a network of supporting service providers to maximize effectiveness and quality.
      • Work with internal team including Project Manager, Compliance Coordinator, Accountant, and External Affairs Assistant Director to ensure PHLpreK providers are provided with consistent, customer-friendly, and high quality support.
      • Assist providers with open houses, marketing, outreach and enrollment support. Work to ensure PHLpreK providers maintain an active waiting list and full enrollment.
      • Conducts on-site enrollment audits and develops corrective action plans or improvement plans as appropriate.
      • Maintains accurate records of services provided and other key metrics to provide timely reporting on activities.
      • Provides recommendations on enrollment processes and systems
 
Education, Knowledge, Skills & Abilities: 
QUALIFICATIONS:
  • Bachelor’s degree in a related field required
  • Expertise in the provision of high quality customer service and programmatic/administrative supportive services.
  • Expertise in Microsoft Office, creating Excel spreadsheets, modifying Excel spreadsheets, preparing reports, and data collection.
  • Support PHLpreK staff by completing routine tasks as copying, mailing, and faxing
  • Some knowledge and familiarity with the provision of Early Childhood Education services
  • Adaptability is important for success in this role; the successful candidate will be flexible and responsive to help shape an evolving project
  • Track record of completing projects and achieve goals on time, while delivering high quality results
  • Outstanding interpersonal, and communication skills with the established ability to effectively forge strong relationships with diverse audiences and influence cross functionally
  • Ability to travel throughout Philadelphia
  UAC is an Equal Opportunity Employer
Contact Info
Contact Info: 
Forward cover letter and resume to: lmorris@uac.org