PHLpreK Enrollment Specialist in Philadelphia, PA at Public Health Management Corporation

Date Posted: 7/1/2020

Job Snapshot

Job Description

The Enrollment Specialist performs enrollment activities for the PHLpreK Program. The Enrollment Specialist implements with high fidelity established enrollment approval and reporting policies and procedures. The Enrollment Specialist performs enrollment activities including management and approval of PHLpreK submissions entered in the enrollment data system and those submissions sent via email or fax. The process requires data review, data entry and monitoring of slot allocations for all providers. The Enrollment Specialist serves as a primary point of contact for providers and triages requests for assistance.  This position is under the direct supervision of the PHLpreK Contracts Manager and works closely with PHLpreK providers and all other members of the PHLpreK administration team.

Essential Functions and Responsibilities:

  • Reviews and approves provider enrollments with high degree of accuracy, ensuring enrollments are within the contractually established slot allocations
  • Manages changes in slot allocations to providers using critical thinking to ensure total slot allocations remain within contracted limits.
  • Understands and ensures provider compliance with applicable policies and procedures related to enrollment practices
  • Collects, reviews and enters all necessary enrollment data in designated information management systems and data tools
  • Assists PHLpreK providers with the enrollment process and resolves errors in data submission, as needed
  • Monitors the PHMC PHLpreK phone line and email inbox and responds to inquiries in a timely manner
  • Provides customer service to providers and determines when additional assistance is needed.       Makes referrals to the appropriate PHLpreK team member as needed
  • Reports on enrollment data as needed
  • Tracks and reports on provider compliance with enrollment benchmarks
  • Assists the PHLpreK Team in completing any requests for data reporting related to enrollment and other operational activities
  • Enters invoices, PRFs and contracts into relevant systems for services and purchases needed to support the PHLpreK team and program, such as for training and technical assistance by outside parties, for meeting costs, etc.
  • Performs tasks such as copying, mailing, scanning, faxing and ordering supplies for the PHLpreK staff and PHLpreK program
  • Assists PHLpreK Team with logistics related to meetings/training sessions including, but not limited to, scheduling rooms, booking venues (if needed), managing registrations, managing the Visitor Management System, and ordering food.
  • Supports the planning and implementation of PHLpreK events.
  • Exercises good judgment and problem solving in the application of rules, protocols, and guidelines to ensure consistent application among all Providers
  • Engages in ongoing professional development to support continuous quality improvement and relevant translation of research to practice within program operations
  • All other duties as assigned

Organizational Relationships:

  • The Enrollment Specialist reports to and is supervised by the PHLpreK Enrollment and Referral Coordinator. The position is full time.

Core Competencies:

  • Knowledge of general office policies, procedures and work methods
  • Knowledge of administrative and auditing practices
  • Knowledge of personal computers and networked systems and their use, applications for database management, tracking and reporting in a human services or similar environment
  • Ability to review data, note discrepancies and problem solve to correct errors
  • Ability to facilitate the coordination of multiple tasks
  • Ability to communicate effectively with employees, other professionals, government agencies, in a positive, pleasant, professional and productive manner in writing, by telephone, and in personal contacts

Core Competencies:

  • Knowledge of general office policies, procedures and work methods
  • Knowledge of administrative and auditing practices
  • Knowledge of personal computers and networked systems and their use, applications for database management, tracking and reporting in a human services or similar environment
  • Ability to review data, note discrepancies and problem solve to correct errors
  • Ability to facilitate the coordination of multiple tasks
  • Ability to communicate effectively with employees, other professionals, government agencies, in a positive, pleasant, professional and productive manner in writing, by telephone, and in personal contacts

Minimum Qualifications:

  • Associate's Degree in Business Administration, Social Work, Education, or related field or equivalent work experience
  • One year related experience in human services, early childhood, education, government or related field

Other Requirements:

  • This job includes the normal physical demands associated with office work including bending, lifting, and carrying.
  • Ability to pass a health examination and criminal background check. Ability to work effectively with minimal daily guidance. Knowledge of community resources. Successful experience working in a team setting. Ability to present a positive image of the organization to members of the community.
  • This position may include the need to attend weekend or evening meetings or trainings.

FLSA Classification: Non-Exempt

  • This position is classified as salaried non-exempt in accordance to FLSA standards.