Enrollment Assistant

ABOUT THE DEPARTMENT OF HUMAN SERVICE PROGRAMS: 

The Department of Human Service Programs (DHSP) creates and coordinates services that enhance the quality of life for Cambridge residents. Driven by the needs of residents, DHSP’s extensive services and programs touch almost every sector in the city: from newborns to senior citizens, from school-aged children to homeless families, from non-profit organizations to local employers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Under the supervision of the Enrollment Coordinator:

• Provide support and guidance for current and future families of the Division of Childcare and Family Support Preschools and Afterschools.
• Utilize an assets-based approach to working with families.
• Support the Enrollment Coordinator in the planning and organization of the enrollment of children for both preschools and afterschool programs with the goal of ensuring continuous full program enrollment. 
• Create and support opportunities for collaborations/partnerships with other Department of Human Service Programs’ youth serving divisions to better serve Cambridge children and families.
• Respond to phone, email and walk-in inquiries regarding preschool and afterschool program enrollment.
• Assist families with navigating city programming as needed.
• At regular intervals throughout the year and upon request, generate enrollment reports for Division Head, Program Managers, Teacher/Directors, Head Teachers, and the Inclusion Initiative.
• Schedule families if needed to come in and fill out required enrollment paperwork, support families through the completion of the paperwork, ensure that the paperwork is complete and meets EEC regulations, collect all required documents, and ensure that all sites get children’s files before the child starts in that program. 
• Create, update, and maintain children’s files in accordance with EEC and DHSP licensing regulations
• Collect all updated medication documents from families and share with Cambridge Public Schools nursing staff annually and then as needed for new children.
• With Enrollment Coordinator, Division Head, and others, plan and organize the re-enrollment process for families currently attending programs. Organize appropriate forms and collect all required support documents and payments.
• With the Enrollment Coordinator, Division Head, and others, provide support to the Cambridge Preschool Program Lottery which ensures an equitable enrollment process for all Cambridge families interested in enrolling in preschool. Support the implementation of the lottery, matching process, and program enrollment.
• In conjunction with Cambridge Public Schools, develop a list of children’s buses between school and afterschool programs for afterschool programs and families to ensure the safety of the children in our care.
• With the Enrollment Coordinator track open seating in all Preschool and Afterschool to be filled by the department lottery process.
• Refer families to resources to help lessen the burden of the cost of early education and care programs.
• Actively engaging in and supporting the Department’s Race and Equity Initiative.
• As needed, provide referrals for resources in other city programs and outside agencies.
• When needed, accurately enter payments received into the billing system.
• Complete the training requirements yearly as per EEC regulations, and DHSP requirements.
• As needed, connect families with resources in other city programs and outside agencies.
• Other duties that might be assigned.

Reasonable accommodations will be made to enable qualified individuals with disabilities to perform essential job functions.

MINIMUM REQUIREMENTS

Education and Experience

• High school diploma or GED required.
• At least 6 months experience working with the public and have a working knowledge of childcare programs.

Knowledge, Skills, and Abilities

• Must have strong computer and database program knowledge.
• Be detail oriented and organized.
• The City of Cambridge's workforce, like the community it serves, is diverse.   Applicants must have the ability to work and interact effectively with individuals and groups with a variety of identities, cultures, backgrounds, and ideologies.

PHYSICAL REQUIREMENTS, WORKING CONDITIONS, WORK FLEXIBILITY AND ACCOMODATIONS

• Employee must be able to lift 30lbs and be able to multitask in a high paced environment.
• Standard office environment. Fluorescent lighting, carpeted floors and air conditioning. Moderate noise level.
• This position may be eligible for a hybrid work schedule under the City's Telework Policy depending on operational needs.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.