Early Childhood Data, Intake, and Enrollment Manager

JobID: 5430

Position Type:
CENTRAL ADMINISTRATION/DATA SPECIALIST

Date Posted:
5/18/2026

Location:
Central Office

Date Available:
07/06/2026

Closing Date:
Open until filled

TITLE: Early Childhood Data, Intake, and Enrollment Manager

POSITION OVERVIEW:

The Data, Intake, and Enrollment Manager ensures the integrity, coordination, and compliance of data, intake, and enrollment systems necessary for the implementation and documentation of preschool special education services under IDEA Part B (Section 619).

As Portland Public Schools assumes responsibility for Child Find, evaluation, eligibility determination, placement, and service delivery for children ages 35, this role serves as the central coordination point for family intake, referral processing, scheduling, and data system management. This position ensures that student information systems accurately document timelines, IEP services, placements, and service minutes required to demonstrate provision of FAPE in the Least Restrictive Environment (LRE).

This role functions as both the first point of contact for families and partners and the operational hub for enrollment, intake, and compliance systems, ensuring timely access to services, continuity of programming, and adherence to state and federal requirements.

ESSENTIAL RESPONSIBILITIES:

Intake, Family Engagement, and Office Administration

Serve as the first point of contact for families, providers, and community partners, including phone, email, and in-person communication.
Facilitate intake processes by collecting and entering referral and family information into data systems.
Schedule intake meetings between families and case management/administrative teams.
Maintain communication logs and ensure timely, responsive follow-up with families.
Manage incoming and outgoing mail, correspondence, and records distribution (e.g., evaluations, IEPs, progress reports).
Maintain calendars for meetings, evaluations, and therapy services.
Order and maintain inventory of supplies, materials, and equipment.
Maintain systems for tracking loaned equipment and materials.
Assist with transportation coordination for children, including referrals and communication with transportation providers.
Coordinate language access support

Child Find and Enrollment Coordination

Manage and track all Child Find referrals, including data entry, documentation, and file creation
Coordinate and schedule screenings in collaboration with school sites and community programs
Prepare screening materials and maintain both confidential and non-confidential records, including record retention and destruction protocols
Assign cases to case managers and support equitable caseload distribution
Maintain active referral lists, including ongoing tracking of program openings and service availability
Coordinate with contracted providers to identify service capacity and facilitate timely placements
Support seamless transitions from CDS to PPS to prevent disruption in FAPE

IEP and Evaluation Scheduling (Part B Coordination)

Schedule all initial and annual IEP meetings, evaluations, and C-to-B transition meetings
Coordinate teleconferences, virtual meetings, and interpreter services as needed
Prepare and distribute Advance Written Notices (AWNs), meeting invitations, and procedural safeguards
Create and manage virtual meeting links and ensure all participants receive required documentation
Support case managers with documentation, communication, and record distribution as needed

IDEA Data Systems Administration

Maintain and monitor data systems documenting eligibility, IEP services, placement decisions, and service delivery
Ensure accurate tracking of service minutes and related services to demonstrate FAPE implementation
Conduct routine data validation and compliance audits to ensure data integrity and accuracy
Manage enrollment updates, caseload assignments, and system setup processes
Open and manage referrals within designated data systems (e.g., Acuity)
Develop guidance and provide training to staff to support consistent and accurate data entry

Compliance Monitoring and Reporting

Monitor timelines related to referrals, evaluations, eligibility, and service initiation to ensure compliance with IDEA requirements
Track placement data to ensure students are served in the Least Restrictive Environment to the maximum extent appropriate
Generate reports to identify compliance risks, service gaps, and systemic trends
Prepare and validate required data submissions to the Maine DOE and federal reporting systems
Support monitoring reviews, audits, and data verification processes
Elevate compliance concerns to leadership and support corrective action planning

Data Governance and Confidentiality

Ensure compliance with FERPA and all applicable state and federal data privacy laws
Maintain confidentiality in all aspects of student and family information
Manage user access and permissions within student information and IEP systems
Oversee secure maintenance, storage, and destruction of student records

Knowledge, Skills, and Abilities

Strong working knowledge of IDEA preschool requirements, including Child Find, FAPE, and LRE
Demonstrated ability to manage high-volume intake, scheduling, and data systems simultaneously
Strong organizational systems and attention to detail in managing complex workflows
Ability to analyze data to identify compliance risks and inform decision-making
Skill in translating procedural and compliance requirements into clear, actionable processes
Strong interpersonal and communication skills with a focus on family-centered practices
Ability to collaborate across departments, including special education, transportation, and contracted providers
Proficiency in student information systems and data management platforms

Working Conditions

Year-round district-based administrative position
Regular interaction with families, early childhood staff, special education teams, and community partners
Frequent coordination across multiple systems and departments
Occasional travel to school or partner sites
Standard office-based physical demands

QUALIFICATIONS:

Required:

Minimum of three (3) years of experience in data systems, intake coordination, enrollment management, or program administration
Experience managing complex administrative systems with high attention to accuracy and timelines
Demonstrated ability to coordinate multiple processes and stakeholders simultaneously

Preferred:

Experience in early childhood or special education settings
Familiarity with IEP management systems and student information systems
Knowledge of Maine DOE reporting processes and MaineCare systems

EMPLOYMENT DETAILS:

Schedule: Full Year, Full Time (1.0 FTE)
Assignment: Permanent
Reports to: Director of Early Childhood Special Education
Contract: Non-Represented Salaried Employees (see administrative bulletins for non-bargaining employees here)
Salary: $75,000-$85,000
Benefits: Eligible for benefits as outlined here

Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.

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