Enrollment Specialist (Mothers Rising)

POSITION OVERVIEW

The Enrollment Specialist conducts comprehensive long intake assessments for all confirmed Mothers Rising (MRHV) home visiting program clients and ensures that every newly enrolled family is fully onboarded, connected to their care team, and ready to begin active service delivery. This is a clinical-adjacent, documentation-intensive role requiring both relational depth and operational precision.

The Enrollment Specialist is responsible for the long intake, all post-intake system setup, and the handoff to the client's assigned PCC. This role is for Mother's Rising clients only. It does not carry a direct service caseload, provide clinical care, or serve Village Circle, Village Care, Lactation, or à la carte clients.

This position is full-time, 40-hours per week, non-exempt.

ATTRIBUTES OF A COMPETITIVE CANDIDATE

• At least 2 years of experience conducting intake assessments, clinical documentation, or direct client-facing work in health, social services, or community-based settings;
• Process-oriented with close attention to detail; able to manage documentation with accuracy, support data compliance, and adhere to documentation timelines;
• Considerate listener who believes that community voice must be centered and who approaches every client interaction with warmth, patience, and cultural responsiveness;
• Effective communicator, with demonstrated ability to engage clients clearly and empathetically across a broad range of lived experiences;
• Comfortable working in electronic health records and HIPAA-compliant systems; ability to learn new platforms quickly;
• Demonstrated history of working with diverse communities in a mutually respectful manner using a strengths-based approach;
• Self-motivated and highly organized, with the ability to balance multiple concurrent intake appointments and documentation responsibilities;
• Willingness to embody anti-oppression values and skills; engages in critical inquiry to promote self-awareness and accountability within personal and team objectives;

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Other duties may be assigned to meet organizational needs.

Intake Assessment

• Conduct comprehensive biopsychosocial intake assessments for all confirmed Mother's Rising clients, covering health history, mental health, safety, social support, housing, social benefits, birth preferences, and client goals;
• Establish rapport and facilitate trauma-informed, culturally responsive intake conversations that reflect a reproductive and birth justice framework and Mamatoto Village's I CARE SIS values;
• Complete all intake documentation and an initial care plan in the EHR upon conclusion of each session;
• Schedule the client's first PCC appointment in Acuity at or immediately following the long intake;
• Coordinate rescheduling when needed; notify the Mothers Rising Program Manager for repeated no-shows or barriers to completion;

Client Onboarding & System Setup

• Onboard newly enrolled clients into all program systems following intake assessment, including the EHR, Spruce (HIPAA-compliant messaging), and Acuity Scheduling;
• Ensure clients understand how to communicate with their care team, access appointments, and use program tools before leaving the intake process;
• Send the Welcome to Mamatoto communication within 24 hours of long intake completion, including PCC introduction, class and appointment information, and key contact details;
• Introduce the client to their assigned PCC via Spruce, confirming their first appointment and setting the tone for the care relationship;

Enrollment Documentation & Data Integrity

• Maintain complete, accurate, and timely intake and onboarding records in the EHR, the primary source of truth for all active Mother's Rising client data;
• Ensure all enrollment documentation is organized, retrievable, and audit-ready prior to the client's first PCC appointment.
• Support data quality, compliance, and reporting readiness by adhering to established documentation standards and timelines;

Team Collaboration & Program Support

• Participate in team meetings, professional development, and supervisory check-ins;
• Communicate proactively with the Mothers Rising Program Manager regarding intake volume, PCC caseload capacity, and any barriers to timely enrollment;
• Surface trends, barriers, and quality improvement opportunities related to the intake and onboarding process to program leadership;
• Provide backup support to the Intake Specialist function during transitions or vacancies, as directed;
• Additional duties may be assigned within the scope of this position.

QUALIFICATIONS & REQUIREMENTS

Required:

• Bachelor's degree in social work, counseling, human services, or a related field; BSW preferred;
• At least 2 years of experience providing direct services, intake assessments, or enrollment support with the target population;
• Knowledge of medical and counseling terminology; demonstrated proficiency with SOAP charting and electronic health records;
• Demonstrated understanding of maternal and infant health, health disparities, and reproductive justice;
• Knowledge of DC and PG County community resources; ability to make appropriate referrals for client needs;
• Skilled in motivational interviewing and trauma-informed client engagement;
• Proficiency with Google Workspace, Acuity Scheduling, Spruce, and telehealth platforms;
• Outstanding verbal and written communication skills;
• Commitment to Mamatoto Village's mission, values, and reproductive justice framework;

Preferred:

• Experience with home visitation programs or perinatal support services;
• Familiarity with Managed Care Organization (MCO) structures and Medicaid-adjacent program requirements;
• Familiarity with the impact of domestic violence, perinatal mood disorders, and substance use on pregnancy, family health, and parenting;
• Bilingual (English/Spanish or other language) a plus;

REQUIREMENTS FOR EMPLOYMENT

• Must have results of a current TB test;
• Must complete BLS for Healthcare Providers certification;
• Must pass a background check;
• Must pass DC and MD Child Abuse Clearance;
• Must have reliable transportation and a current, valid driver's license;
• Must have reliable telephonic communication;

Work Environment and Expectations

• This role requires on-site presence to facilitate intakes.
• Must be based in the DC region.
• Some evenings and weekends may be required to support client

Work Environment and Expectations

• This role requires on-site presence to oversee facilities and operations.
• Must be based in the DC region.
• Periodic local, regional, or state travel may be required to support events, represent the organization, and the annual leadership retreat.
• Some evenings and weekends may be required to accommodate programmatic and organizational needs and events.

COMPETENCIES

All Staff

• Mission & Values Alignment: Demonstrates accountability to Black birthing people and families; applies reproductive justice and collective care values in daily decisions.
• Professional Communication: Communicates clearly, respectfully, and in a timely manner across internal teams and clients; adapts tone and format to audience.
• Collaboration: Works effectively across roles and functions; supports shared clarity on workflows, responsibilities, and timelines.
• Accountability and Follow-Through: Meets deadlines, tracks commitments, and closes loops reliably.
• Learning and Feedback Integration: Seeks feedback, adopts new processes quickly, and improves work quality over time.

Role-Specific

• Intake & Assessment Excellence: Conducts thorough, trauma-informed long intake sessions with cultural responsiveness and clinical precision; establishes trust quickly and documents accurately in the EHR.
• Client Onboarding Quality: Ensures every Mothers Rising client completes intake fully set up in all program systems, welcomed, and connected to their PCC — leaving no gaps between enrollment and active service.
• Documentation Accuracy & Compliance: Maintains complete, audit-ready intake and onboarding records in the EHR; meets documentation timelines consistently.
• Enrollment Systems Proficiency: Navigates the EHR, Spruce, and Acuity with accuracy and consistency across all enrolled clients.
• Relational Depth: Builds genuine connection with clients during a high-stakes, high-disclosure intake process; holds space with warmth, professionalism, and care.

Equal Employment Opportunity (EEO) Statement

Mamatoto Village is an equal opportunity employer and is committed to fostering an inclusive, respectful, and diverse workplace. As a nonprofit organization, we actively seek to reflect the communities we serve. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability, age, or veteran status. We encourage individuals from all backgrounds and experiences to apply, and we value diversity in all its forms.

Mamatoto Village offers an intentional benefits package:

Leave and wellness benefits:

• 12 days PTO, 7 sick days, 10 paid holidays, and 1 floating holiday
• Up to 5 days' bereavement leave (paid)
• 2 weeks paid Radical Rest (late December)

Family-forward supports:

• 12 weeks of paid parental leave
• Perinatal Support Benefit (Doula care, lactation, and education)

Financial and professional benefits:

• HRA Stipend (health, dental, vision)
• 403(b) retirement plan with employer match
• Short-term disability
• AFLAC supplemental insurance
• Professional development
• Regular team-building activities

English proficiency required. Bilingual (Spanish or other language) a plus.