Job Description

Admissions Enrollment Specialist

Department: Admissions

Reports To: Admissions Manager

Status: Full-Time, Exempt

Supervises Others: No

We inspire and prepare individuals to heal and thrive.

THE ROLE

The Admissions Enrollment Specialist helps prospective families navigate the admissions process from their first inquiry through enrollment and onboarding. As a primary point of contact, you'll provide clear guidance, coordinate documentation and evaluations, and help families feel informed, supported, and valued throughout their experience with The Heritage Community.

This role is ideal for someone who is organized, compassionate, professional, and comfortable supporting families through sensitive and sometimes emotional decisions.

WHAT YOU'LL DO

Guide Families Through Admissions

• Serve as a primary contact for assigned families from inquiry through enrollment.
• Explain the admissions process, answer questions, and provide consistent follow-up.
• Introduce families to Heritage's mission, therapeutic approach, educational programs, and campus.
• Provide steady, compassionate support during difficult or high-stress situations.

Coordinate Evaluations & Documentation

• Collect and organize clinical records, behavioral histories, academic transcripts, insurance information, and enrollment documents.
• Gather and review Verification of Benefits (VOB) information.
• Coordinate with evaluators, therapists, and treatment teams to complete screenings, evaluations, and risk assessments.
• Maintain accurate and organized student records.

Coordinate Tours & Enrollment

• Organize and lead in-person and virtual tours for prospective families.
• Coordinate pre-enrollment meetings and enrollment-day logistics.
• Track enrollment milestones and proactively address delays or barriers.
• Support families through their first 90 days, including parent portal orientation, follow-up, and coordination with other departments.

Collaborate Across Departments

• Work closely with residential, clinical, educational, and medical teams to prepare for each student's arrival.
• Serve as a liaison between families, treatment teams, therapists, referral professionals, and other stakeholders.
• Coordinate information sharing with former providers when appropriate.
• Provide coverage and support for the Admissions Manager as needed.

Support Outreach & Parent Engagement

• Participate in Parent Workshops and other family engagement events.
• Assist with admissions-related outreach, advertising, publicity, and community events.
• Help strengthen relationships with referral sources and increase community awareness of The Heritage Community.

WHAT WE'RE LOOKING FOR

• Bachelor's degree in psychology, social work, education, communication, or a related field.
• 2+ years of experience in admissions, enrollment, case management, client services, or a related field. Experience in therapeutic or educational settings is preferred.
• Strong communication and interpersonal skills with the ability to build rapport quickly.
• Excellent organization and follow-through when managing multiple steps, deadlines, and documents.
• Ability to remain calm, professional, and compassionate during stressful or emotionally challenging situations.
• Proficiency with Google Workspace, CRM systems, and electronic documentation.
• Commitment to confidentiality and HIPAA requirements.
• Ability to demonstrate Heritage's values of Responsibility, Compassion, Emotional Steadiness, and Growth.
• Must be at least 21 years old and able to meet all pre-employment requirements, including background and reference checks.

WORK ENVIRONMENT

This position works primarily in a professional office environment within a residential treatment center. The role involves regular interaction with staff, students, families, and referral professionals and may include exposure to emotionally intense situations.

The ideal candidate is able to maintain professionalism, composure, appropriate boundaries, and situational awareness while providing compassionate support.

PHYSICAL REQUIREMENTS

This position involves standard office duties, including extended computer use, phone and administrative work, and occasional movement between buildings across campus. Employees may occasionally need to lift or carry materials weighing up to 25 pounds.

This job ad is not intended to be an exhaustive list of responsibilities, duties, skills, or working conditions. Responsibilities may be modified or expanded based on the needs of The Heritage Community.

The Heritage Community is an Equal Opportunity Employer.