CAREERS

Join our team at Big Brothers Big Sisters

GROW YOUR CAREER AT BIG BROTHERS BIG SISTERS

We’re always looking for talented, dedicated people who believe in the power of mentoring to change the life of a child for the better, forever. We are committed to a diverse workforce with representation from every walk of life. We recognize how our organization is greatly enhanced when we unite people of diverse backgrounds, experiences, and perspectives.

TO APPLY

Please send resume, cover letters and other required application materials as stated in the job description to [email protected]. No phone calls, please. Qualified applicants will be contacted shortly.

OPEN POSITIONS

JOB TITLE: Family Enrollment Coordinator

DEPARTMENT: Traditional Enrollment & Recruitment

REPORTS TO: Enrollment & Recruitment Manager

FLSA STATUS: Non-Exempt, Hourly, Full-Time

OUR MISSION: Our Mission is to help children reach their potential through professionally supported, one to one mentoring relationships that have measurable impact. Our Vision is successful mentoring relationships for all children who need and want them contributing to brighter futures, better schools, and stronger communities, changing the lives of children for the better, forever.

JOB SUMMARY: The Family Enrollment Coordinator is responsible for maintaining and increasing a steady flow of family and child inquiries for our Traditional program through effective recruitment strategies, proper management of all incoming leads, and strong administrative support, which includes but not limited to scheduling interviews, documenting check in calls, maintaining accurate spreadsheets, and updating notes in Matchforce (CRM). The Family Enrollment Coordinator will produce and yield positive results by ideating and executing a thoughtful strategy to acquire Littles who will be a solid fit for the program. In addition, they will streamline all inquiries through consistent customer service, follow-through, and admin maintenance to ensure every inquiry successfully and seamlessly moves through the process.

JOB RESPONSIBILITIES

Family Enrollment Strategy
• Ideates and contributes to the overall vision and strategy on how to productively obtain potential inquiries in the community.
• Seamlessly moves family/children inquiries from the point of contact to the active enrollment process.
• Guarantees high rate of conversion from inquiry to program acceptance.
• Properly communicates requirements and obligations to potential families interested in the program.
• Effectively tracks inquires and data conversions, and communicates unique trends relevant to the overall family intake and recruitment strategy.
• Successfully manages multiple inquiries and contacts on a daily and weekly basis, without compromising efficiencies and customer service execution.
• Develops and maintains partnerships with community partners and organizations to encourage referrals to our program for desired families and children.

Administration
• Ensures all inquiries receive prompt and professional responses in a timely manner.
• Promptly schedules interviews with families and children, and sends proper documentation to streamline process.
• Persistently tracks and maintains reoccurring contact with potential families who do not begin the enrollment process.
• Collaborates and provides monthly administrative support to Enrollment team including the tracing on monthly matches, pre-match meetings, cancelations, appointments, and calendaring of families.
• Maintains the Wait List, and provides monthly administrative support for target wait list Littles to ensure potential matching less than 1 year.
• Upkeeps proper documentation for inquiry files in ordinance with national BBBS policy.
• Maintains key information and notes of inquiries in internal systems, and documents accordingly to internal processes.
• Successfully meets deadlines without disrupting overall department goals.
• Closes and audits files appropriately and in a timely manner.

Customer Service
• Builds and maintains rapport with families to encourage a positive experience from initial inquiry all the way through program acceptance.
• Prescreen and pre-qualify all families, ensuring all forms, availability, and other qualifying factors have been addressed via phone within deadlines.
• Handles all client inquiries and sends forms and program information to families.
• Provides prompt and informative responses to all parental calls of inquiry regarding the enrollment status of their children.
• Troubleshoots with families when unique situations arise.
• Works independently and exercises good judgment, but will also collaborate with other key departments such as Enrollment, Grants, and Match Support.

JOB QUALIFICATIONS

• Bachelor’s Degree preferred.
• Must be fluent in Spanish; both written and oral.
• Highest level of customer service.
• Familiar with Windows XP software applications.
• Excellent oral and communication skills with clients through different avenues (in person, email, phone, text).
• Ability to optimize processes and identify solutions for efficiency.
• Access to a reliable automobile, valid driver’s license and automobile insurance.
• Excellent organizational and time-management skills.
• Maintains confidentiality throughout daily operations.
• Excellent attention to detail.
• Ability to multi-task and work independently in fast paced environment with heavy workload while exercising good judgment, decision making and problem solving skills.

REQUIRED SKILLS AND ABILITIES

Customer Focus
Dedicated to meeting the expectations and requirements of internal and external customers; obtains first-hand customer information and uses it for improvements in products and services; talks and acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect; ensures customers feel they have been listened to; establishes credibility quickly.

Interpersonal Savvy
Relates well to all kinds of people; builds appropriate rapport; practices active listening; builds constructive and effective relationships; deals effectively with diversity; uses diplomacy and tact; capable of diffusing difficult situations comfortably; manages frustration appropriately; is easy to approach and talk to; spends the extra effort to put others at ease.

Organizational Ability
Can marshal resources to get things done; orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and follows established process.

Results/Outcome Oriented
Is motivated by results; can be counted on to meet and exceed goals successfully; bottom-lined oriented; pushes self for results; sets clear objectives and measures, monitors process and progress; brings forward innovative practices and suggestions for improvements.

Promotes Vision and Mission
Effectively promotes the agency mission and vision, internally, as well as with the broader community.

WORK ENVIRONMENT

The environmental conditions described are representative of those that must be met by an employee to successfully perform the functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

• Routine office environment.
• Frequent independent travel.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and required skills. Job Description may be subject to change to meet the needs of the organization.

Your employment with BBBS will be “at will,” meaning that either you or BBBS may end your employment at any time and for any reason, with or without cause.