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Admissions Coordinator

Employer
Elwyn
Location
Elwyn, PA
Closing date
Dec 8, 2022

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Specialty
Admissions
Position Type
Coordinator
Hours
Full-time
Employment Type
Permanent
Organization Type
Other
POSITION SUMMARY: The Admissions Coordinator oversees the admissions of new students to the school and receives and reviews all referrals for educational programming. This role coordinates, and facilitates the referral, intake, and admissions processes for Elwyn's Education Division. The Admissions Coordinator works with parents, referring school districts, Intermediate Units (IUs) and is responsible for welcoming families and collecting educational documents, medical information, and demographic information to determine the most appropriate school placement for the child and prepares the educational team so they can provide excellent school programming. The Admissions Coordinator reviews the information received and determines whether the child meets admissions criteria and whether the child's Individualized Education Plan (IEP) can be satisfactorily met in the Davidson School. The Admissions Coordinator builds and maintains collaborative relationships with referents through regular contact, monitors referral trends and drives school census to ensure that benchmarks and timelines are met.

DUTIES AND RESPONSIBILITIES:
  • Maintain primary oversight of the referral, enrollment, and admissions processes for approved private school programs at Elwyn:
    • Receive and review referrals by phone, email, or fax, log referrals according to date received and respond, in writing, to submitting school districts within forty-eight (48) hours;
    • Conduct a thorough review of the referred child's IEP, Record Review (RR), Positive Behavior Support Plan (PBSP), and Functional Behavior Analysis (FBA), and prepare assessments based on information and specific admissions criteria to make a placement determination;
    • Notify each family of admissions decision and send district and school personnel the child's projected start date, or waitlist status (if not denied admission);
    • Send admission packet to new families upon confirmation of placement and, with parent permission, initiate referrals to appropriate placements to ensure a seamless, clear, and timely admissions process for parents, children, and referring school entities
  • Make non-acceptance determinations based on established exclusionary criteria and/or appropriateness for program placement by sending letters and making phone calls to Local Education Agency representatives (LEAs) explaining in detail why children may not be appropriate for educational placement at Elwyn, maintaining referral data on non-acceptance/exclusionary data to inform programming decisions, observing and recording referral trends, and assisting with secondary referrals to other more appropriate programs to ensure the best possible outcomes for the school and the child
  • Collect and compile additional documents and information regarding the referred child including, but not limited to, medical reports, allergies, precautions, diagnoses, standardized tests, evaluation reports, IEPs, strengths and needs prior to acceptance to ensure an accurate, informed, and complete student profile with precautions sheet to ensure child safety, proper programming, placement, and planning
  • Collaborate with school districts/charter schools/ LEAs/IUs to assess possible referrals by reviewing student history and educational/allied health needs to assess appropriateness of placement; update each other on the status of new referrals
  • Maintain a process of rolling admissions into Elwyn's Approved Private School (APS) programs including, but not limited to, maintaining an active and working knowledge of the daily census for APS programs, projecting graduations, new admissions, discharges/transfers, and other student leaves that create vacancies by working proactively with school districts to update them on slot availability, projected start dates, and waiting lists to clear the waitlist as efficiently as possible to maintain target census at projected levels
  • Maintain an up-to-date and accurate directory of referents (LEAs/School Districts/IUs/Charter Schools) by working collaboratively with the Head of Schools and Director/Principal to drive admissions and to market the school program through tasks including, but not limited to, conducting quarterly reporting, trend analytics, and statistical reporting to help drive targets, assumptions, and yearend projections for the revenue cycle
  • Manage special circumstances impacting admissions and child placement including, but not limited to, the 4010 Pennsylvania Department of Education (PDE) conversion process, personal care assistant (PCA) contracts, acceptance letters for new students, monthly census report, expiring or expired dates on Reevaluation Reports (RR) and IEPs, troubleshooting calls from individuals, coordination with point persons at districts, re-locations from one district to another, and tracking charter school graduate transitions and hospitalizations to ensure a child's smooth transition into care and appropriate and accurate school year funding
  • Represent the organization at professional conferences, seminars and other public events, and work with other service organizations engaged in placement activities to ensure Elwyn's reputation and positioning in the area as the oldest and largest Approved Private School (APS) in the state, leads and facilitates case reviews/roundtable presentations, as needed, for incoming students which is inclusive of relevant team member including nursing, educators, paraprofessionals, clinical teams, and school administrators, collaborates with clinical coordinators, provides clinical information for consideration and to inform decision making and programming
  • Schedule, coordinate, and facilitate the student interview process including, but not limited to, student/family interviews and team interviews, providing parent handbook, promotional materials, and program information to referral sources including families and individuals interesting in placement planning, conducting student and family tours, and child observations to provide high quality and exemplary admissions and enrollment processes for children and their families
  • As lead for all student admissions, plan and coordinate welcome day and orientate for each child and their family to acclimate them to the routine of the school
  • Execute and mail contracts for accepted students to appropriate school districts/charter schools/LEAs
  • Send Enrollment Packet to new families upon confirmation of placement
  • Ensure student/family documents are maintained centrally for staff access and use by entering relevant admissions information into PowerSchool
  • Perform other duties as assigned

IMMEDIATE SUPERVISOR: Director, Education Regulatory Compliance/Assistant Director, Davidson School

DIRECT REPORTS: None

CONTACTS: School Districts/charter school/LEA representatives, Elwyn staff, parents/guardians, external agency representatives

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:
  • Bachelor's degree in Education, Social Work, or related field; in lieu of undergraduate degree, equivalent years of experience working in an education administration or admissions function in addition to experience below
  • Three (3) years' experience working in school admissions operations with progressively increasing level of responsibility; demonstrated skills and specific knowledge of the PDE 4010/4011 Approved Private School Admissions and Enrollment process
  • Prior experience working as a professional in special education, student educational placement, and/or student assessment preferred
  • Demonstrated ability to work effectively as part of a team
  • Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
  • Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
  • Demonstrated strong attention to detail
  • Demonstrated strong time management and organizational skills
  • Demonstrated excellent judgment with the ability to independently solve problems and make decisions with little or no need for direct supervision
  • Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
  • Must be able to perform CPR and crisis intervention using agency-trained protocols
  • Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
  • Experience with electronic records systems; PowerSchool and Blackboard preferred


PHYSICAL DEMANDS/ENVIRONMENTAL PROFILE: See Physical Demands Checklist below which represents the general physical demands and environment conditions to which the employee holding this position must meet, in addition to the duties and responsibilities listed above, to successfully perform the essential functions of this job. Elwyn will engage otherwise qualified candidates for this position whose disabilities may require reasonable accommodations to enable an individual to perform the essential functions.

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not intended to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.

Elwyn is an Equal Opportunity Employer. Elwyn does not discriminate on the basis of race, color, religion, creed, ancestry, pregnancy status, medical condition, gender, gender identity or expression, genetic information, sexual orientation or identity, age, national origin, citizenship, handicap status, marital or family status, mental or physical disability, perceived disability, military or veteran status, political activities or affiliations, or any other characteristic protected under applicable federal, state or local law, ordinance, or regulation.
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    Preferred
      Job Industries
      • Healthcare

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