Early Childhood Data, Intake, and Enrollment Manager

Job Description

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

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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.

Welcome to ATX Learning

Maine's largest school system has 10 elementary schools, three middle schools, and four high schools serving nearly 7,000 students in kindergarten through grade 12, as well as about 4,700 adult learners.

The district takes full advantage of its location in a vibrant city with a thriving arts life. Schools draw on the resources offered by museums, theaters, local businesses and the city's colleges and universities.

Portland has a highly trained teaching staff. Many teachers hold advanced degrees. All of the district's teachers continue their education by pursuing professional development activities on a regular basis.

The district provides technology to support instruction, including laptops for each student in grades seven through 12 and wireless access at all schools.

Volunteers, parent-teacher organizations and businesses donate generously of their time and money to the district - an estimated 100,000 hours per year.

Graduates of the Portland Public Schools attend the country's top colleges and universities. See www.portlandschools.org for colleges attended by recent graduates.

The Portland Public Schools gives parents an array of program choices. The district as one of the first in the country to offer project-based Expeditionary Learning from kindergarten through 12th grade.

High school students have access to one of the broadest selections of Advanced Placement courses in Maine. Qualified high school students may take up to two college courses with tuition paid by the state. A regional arts and technology high school provides hands-on courses in growth fields such as health care, robotics and "green" construction.

More than 60 languages are spoken by students attending the Portland Public Schools. Multilingual students represent about a quarter of the district's enrollment. The district's diversity prepares all students for their roles as world citizens.

Portland residents can pursue lifelong learning and professional success through the academic, jobs skills and enrichment courses offered by Portland Adult Education.

Most of Portland's middle and high school students participate actively in co-curricular activities such as athletics, drama, music and service clubs. Portland students regularly excel in academic and athletic competitions at the regional, state and even national level.

See a list of recent honors, awards and recognition for the Portland Public Schools at: www.portlandschools.org. Join Portland ME Public Schools on Facebook. A focus on service learning-connecting the schools to the wider community-results in students undertaking many projects that benefit greater Portland.