Enrollment Specialist

The Enrollment Specialist works closely with Program Directors, the Billing Manager, and community partners to manage all aspects of child enrollment and waitlists. Acting as the first point of contact for families, this role is responsible for maintaining accurate enrollment records, guiding families through the enrollment process, and ensuring seamless communication between staff and families. The Enrollment Specialist also assists with billing inquiries, processes payments, supports families in applying for childcare assistance, and upholds the highest standards of confidentiality and customer service.  This is a full-time position with working hours from 7:30 am to 4:00 pm. 

Essential Job Functions:
• Coordinate with Program Directors, the Billing Manager, and partnering agencies (e.g., Hope Coalition, Community Learning Centers) to manage the waitlist, enrollment numbers, and enrollment/withdrawal processes.
• Serve as the first point of contact for all online enrollment inquiries, maintaining communication with prospective and current families via phone, email, and in person.
• Assist in processing enrollments, maintaining accurate data entry in the enrollment and waitlist database systems, and updating child schedules and program attendance tools (e.g., sign-in sheets, extended care spreadsheets).
• Contact new families to fill available program openings and ensure timely sharing of enrollment information with appropriate staff.
• Monitor enrollment forms for special needs or circumstances requiring director approval and support the development and ongoing updates of enrollment procedures and forms.
• Provide front desk support and coverage for Family Engagement Coordinators during PTO or call-ins, while maintaining a welcoming environment and ensuring child and staff safety at the main entrance.
• Support communication with families through phone calls, Procare messaging, and in-person conversations; assist families in understanding billing statements and applying for South Dakota Child Care Assistance and scholarships.
• Collect and process in-person payments, update accounts receivable records, and understand weekly billing schedules.
• Ensure compliance with BGCSE policies and South Dakota Child Care Licensing Rules; assist in maintaining organized and confidential child files.
• Support internal and external communications related to programs and services, reinforcing BGCSE’s mission and activities.
• Perform light cleaning duties to maintain a clean and safe environment.
• Complete additional tasks assigned by the Director or Billing Manager.

Education and Experience Requirements:
• Previous experience working with children and youth or in a customer service setting is preferred.
• Must be at least 18 years of age.
• A valid CPR Certification or the ability to obtain and maintain CPR certification within 90 days of employment is required. The Boys & Girls Clubs of the Sioux Empire does provide training for those not certified.

Skills and Knowledge Requirements:
• Must be organized with excellent time management skills and a proven ability to meet deadlines.
• Strong interpersonal and verbal communication skills.
• Ability to take initiative, prioritize duties, work independently, and as part of a team.
• Ability to remain flexible and adaptable to change. 
• Must have computer knowledge and technical experience in office applications such as Excel, Outlook, Word, and Microsoft Office.
• Experience in customer service or administrative role is often beneficial.

Work Environment and Physical Requirements:
• Constant hearing, hand-eye coordination, mind-eye coordination.
• Intermittent speaking, standing, walking, kneeling, lifting, reaching, and squatting.
• Potential exposure to communicable diseases.
• Frequent lifting of objects under 20 pounds, and occasional lifting of items up to 75 pounds.
• Indoor and outdoor work with exposure to extreme temperatures in summer and winter.

Pre-Employment Screenings:
• Pre-employment screenings may include, but not limited to, the following: drug screen, criminal background check(s), child abuse/neglect screening(s), driving history screening(s), and reference checks.

We strive to make reasonable accommodations for applicants and employees in compliance with local, state, and federal laws and regulations. For a full job description or for any assistance or accommodation during the application process, please contact our Talent Acquisition Coordinator at 605-306-1125.    

All qualified applicants are considered for positions without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, non-job-related disability, or any other protected class.