Member Enrollment Specialist

Member Enrollment Specialist

Boys & Girls Clubs of Utah County & Southern Utah

Position Type: Full-Time, Non-Exempt

Reports To: Senior Director of Data, Enrollment & Compliance

Department: Operations / Enrollment Services

The Member Enrollment Specialist is responsible for managing the enrollment lifecycle for youth and families while ensuring accurate member records, eligibility documentation, financial aid administration, billing, and regulatory compliance. This position serves as the primary point of contact for families throughout the enrollment process, creating a welcoming, efficient, and supportive experience that reflects the mission and values of Boys & Girls Clubs of Utah County & Southern Utah.

The Member Enrollment Specialist oversees enrollment documentation, childcare subsidy eligibility, scholarships, parent fee administration, billing, invoicing, and member data integrity. This role also analyzes enrollment trends, identifies barriers to participation, and recommends strategies that increase enrollment, improve retention, and maximize organizational revenue.

Working closely with program staff, finance, schools, and community partners, the Member Enrollment Specialist develops and improves systems that promote operational efficiency, compliance, and exceptional customer service.

• Serve as the primary contact for families throughout the enrollment process.
• Guide families through registration, required documentation, financial aid applications, and program eligibility requirements.
• Provide exceptional customer service while creating a welcoming and positive enrollment experience.
• Educate families regarding program options, schedules, fees, financial assistance, and available resources.
• Maintain timely communication with families regarding missing documentation, eligibility renewals, payment information, and enrollment status.
• Assist families experiencing barriers to enrollment by connecting them with available funding resources and support services.

Administer all financial assistance programs including:

• Child Care Subsidy (Department of Workforce Services)
• Organizational scholarships
• Grant-funded fee assistance
• Sliding fee scale programs
• Other financial assistance opportunities

Responsibilities include:

• Reviewing applications for completeness.
• Determining eligibility according to established guidelines.
• Collecting and maintaining required documentation.
• Coordinating renewals and recertifications.
• Tracking award utilization.
• Ensuring compliance with grant and funding requirements.
• Maximizing revenue through accurate financial aid administration.

• Generate parent invoices and account statements.
• Process payments and maintain accurate payment records.
• Monitor outstanding balances and communicate with families regarding payment plans or delinquent accounts.
• Coordinate with Finance regarding account reconciliation.
• Resolve billing discrepancies promptly and professionally.
• Ensure accurate fee assessment according to organizational policies and financial aid awards.

• Maintain complete, accurate, and confidential member records.
• Verify enrollment documentation meets licensing, grant, and organizational requirements.
• Ensure eligibility documentation remains current throughout the program year.
• Conduct regular audits to ensure data accuracy.
• Maintain electronic records in accordance with privacy regulations and organizational policies.
• Support organizational reporting through accurate and timely data entry.

• Ensure compliance with:
  • Department of Workforce Services requirements
  • Child Care Licensing requirements
  • Grant eligibility standards
  • Organizational enrollment policies
  • Privacy and confidentiality requirements
• Monitor expiration dates for required documentation.
• Prepare documentation for internal and external audits.
• Assist with compliance reviews and corrective action when necessary.

• Monitor enrollment trends across all program sites.
• Analyze enrollment, waitlists, participation, attendance, and retention data.
• Identify barriers to enrollment and recommend solutions.
• Develop strategies that improve:
  • Enrollment
  • Family engagement
  • Member retention
  • Financial sustainability
• Collaborate with Site Directors and leadership to support enrollment goals.
• Assist with recruitment campaigns and outreach initiatives.

• Evaluate enrollment workflows for efficiency and effectiveness.
• Develop standardized enrollment procedures.
• Recommend improvements to software systems and operational processes.
• Create documentation, guides, and training materials for enrollment procedures.
• Support implementation of new enrollment systems and technologies.
• Promote continuous improvement through data-informed decision making.

Work collaboratively with:

• Senior Director of Data, Enrollment & Compliance
• Site Directors
• Families

to ensure…