Description

The Programs Coordinator provides high level executive leadership and support to the Programs Department of Children First, Inc. The position is crucial in maintaining the formal structure for program governance, specifically the Policy Council, in coordination with the Head Start Director. The Programs Coordinator manages the Policy Council and is responsible for all functions of the work of that body. This includes development of all grant and policy resolutions. The position works in collaboration with the RISE Manager to ensure effective management oversight and implementation of the RISE program. The Programs Coordinator oversees managerial processes to assist leadership deliver effective, high-quality Head Start and Early Head Start services. The Programs Coordinator completes the clerical responsibilities associated with day-to-day operations, including but not limited to planning and scheduling meetings, developing and distributing communications, overseeing and reconciling expenses. The Programs Coordinator is key to program management oversight. The position promotes and allows for the provision of the full range of services to all children, families, and community partners 

Requirements

DAY-TO-DAY DUTIES AND RESPONSIBILITIES

Indicates the general nature and level of work required in this position. Individuals may be required to perform other duties as assigned. Reasonable accommodations as required to enable individuals with disabilities to perform the essential functions.

1. Service Delivery – Ensure the delivery of high-quality program services that are developmentally, culturally, and linguistically appropriate. Support school readiness in a coordinated approach to comprehensive services, aligned with the Head Start Program Performance Standards, State and local licensing regulations, and Children First, Inc. policies and procedures.

a) In accordance with HSPPS 1301.3, collaborate with the Head Director in establishing and maintaining a policy council responsible for the direction of the Head Start and Early Head Start Program;

b) In accordance with HSPPS 1301.3, ensure compliance with the requirements on policy council composition, duties, responsibilities and terms, to manage for the Head Start Director the formal governance structure;

c) Prepare and distribute all materials required to ensure compliance and seamless delivery of program governance meetings, (i.e. board of directors and policy council);

d) Arrange secondary support services for the effective execution of policy council meetings (i.e., meals, childcare, interpreting, and reimbursements);

e) Participate in monthly policy council meetings, record, and distribute minutes as appropriate. Oversee any action items in coordination with the Vice President of Programs/Head Start Director;

f) Work cooperatively with the RISE manager for administration and implementation of the RISE program at Emma E Booker elementary school. This may include liaising with the School Board administration. Collaborate with the RISE Manager to ensure achievement of RISE program objectives.

g) Manage Program Supplies Budget: Maintain system for budget expenditure and tracking. Provide assistance and support to program staff in the acquisition of program supplies and materials, purchases and maintenance, as needed;

h) Manage the Vice President of Programs/Head Start Director’s calendar and correspondence efficiently;

i) All other duties as assigned.

2. Family and Community Engagement – Integrate strategies into all systems and program services to support family wellbeing and promote children’s learning and development.

a) Develop relationships with parents, direct service staff, and interdepartmental employees, and structure services to encourage trust and respectful, two-way communication to create welcoming environments that incorporate the unique cultural, ethnic, and linguistic backgrounds of families in the program and community;

b) Serve as a liaison between parent and community governance representatives, and program leadership to ensure effective communication, and mutual understanding, to facilitate meaningful consultation and collaboration;

c) Lead center staff including Regional Managers and Family Advocates in support of successful program governance.

d) Lead and guide policy council members for effective program governance.

e) Ensure families have the opportunity to share personal information in an environment in which they feel safe;

f) Collate and distribute community partner resource information in a timely manner to appropriate parties;

g) Conduct business as ambassador to the agency’s mission and philosophy, ensuring high-quality customer service to parents, community partners, account representatives, and stakeholders;

h) Participate in agency and community sponsored events to promote child and family development;

i) Problem-solve with Agency staff regarding daily operations.

j) All other duties as assigned.

3. Education, Training and Professional Development –Systematic approach designed to assist staff in acquiring or increasing the knowledge and skills needed to provide high-quality services within the scope of their job responsibilities.

PROGRAMS

a) In accordance with HSPPS 1301.5, provide appropriate training, technical assistance and orientation to the policy council annually, and to the governing body, any advisory committee members as needed;

b) Provide training on Program Supplies budget management to management and coordinator staff.

c) Support the provision of professional development to staff, families, and community partners, as requested;

SELF

a) Participate in new employee agency and program orientations to become familiar with the agency’s goals and underlying philosophy and how they are implemented;

b) Obtain 15-clock hours minimum of professional development per program year (Children First, Inc. Training & Professional

Development System provides opportunities for education staff to obtain over 45 clock-hours per year;

c) Attend and participate in agency sponsored training and professional development opportunities designed to assist in acquiring and/or increasing the knowledge and skills needed to provide high-quality, comprehensive services within the scope of job responsibilities;

d) Participate in the Children First, Inc. Performance Management System which includes individual supervision, evaluation, and observation;

e) Attend as needed, opportunities to learn about mental health, wellness, health education and issues that may affect job performance.

4. Program Management & Quality Improvement –Process of ongoing monitoring and continuous improvement for achieving program goals that ensures child safety and the delivery of effective high-quality program services. The collection and use of data to drive informed decisions.

a) Prepare and distribute all materials required for the seamless delivery of program management meetings, including any follow-up communication and documentation for compliance measures;

b) Prepare, distribute, collect, and submit agency documents, as requested, to the proper regulatory agency for the implementation of Children First, Inc. policies and procedures, and compliance with DCF licensing requirements, OEL VPK requirements and the Head Start Program Performance Standards;

c) Assist program leadership and management staff with required record keeping, reporting, and submission of documentation to program stakeholders at the agency, local, state, and federal level;

d) Track, monitor, and manage all expense reports to ensure they are completed according to agency protocols (Purchase Orders, Check Requests, Mileage, etc.) and submitted (Invoices, Packing Slips, Receipts) to the Business Operations office, within established deadlines;

e) Monitor Region Program Supplies Budgets.

f) Collate and analyze data as instructed, to assist Vice President of Programs/Head Start Director monitor progress on achieving program goals and objectives;

g) Maintain agency contact information on relevant federal, state and local databases;

h) Attend and contribute to program meetings as scheduled (e.g., Team, Department, Region, etc.);

i) Participate in selected agency sub-committee(s) as a process of ongoing monitoring and continuous improvement for achieving program goals that ensure the delivery of effective, high-quality program services;

j) Follow established procedures on monitoring and reporting suspected child abuse and/or neglect, in compliance with state regulations;

k) Follow established procedures to protect the confidentiality of any personally identifiable information (PII) in child records;

l) Follow agency established Standards of Conduct;

m) All other duties as assigned.

CORE VALUES

WE CARE – At Children First, children are our first priority. We ascribe to these behaviors in the conduct of our work.

Welfare of Children - Put the health, safety and well-being children and their families first.

Excellence -Display knowledge and skills basic to his/her function and work to improve them; lead by example.

Communication - Communicate in a clear, concise and appropriate manner; listen carefully and allow others to speak.

Accountability - Take responsibility for actions and behavior, can be counted on to get the job done.

Respect -Display a considerate interpersonal style, treating others with dignity; act in way that earns trust.

Empathetic Teaming -Work collaboratively and cooperatively to meet the Children First mission and goals.

CORE EXPECTATIONS

In addition to satisfactory performance in the essential duties for this job, all employees must fulfill these basic performance expectations.

Mission Savvy - Know and understand the Children First mission, values and goals.

Safety - Comply with to all sanitation, hygiene, security and other related policies and procedures.

Attendance - Attend to work assignments and schedules at all times.

Compliance - Adhere to all local state and federal regulations without compromise

Service - Strive to provide outstanding service to children, families, colleagues and the community.

Appearance - Maintain a neat and professional image at all times.

Professional Development - Attend internal and external meetings, trainings and other activities to maintain job-required credentials.

JOB REQUIREMENTS / CORE COMPETENCIES / WORK ENVIRONMENT

The requirements listed below are representative of the knowledge, skill and/or ability needed for this position. Reasonable accommodations as required to enable individuals with disabilities to perform the essential functions.

HSPPS #1302.91 - A program must ensure all staff engaged in the delivery of program services have sufficient knowledge, training, experience, and competencies to fulfill the roles and responsibilities of their positions.

Licenses / Certifications

• Valid Driver’s License and acceptable driving record – proof of auto insurance within agency limits, or access to transportation
• Immediate/continued enrollment in the Criminal History Registry-Child Care Division
• Current Health Appraisal, updated every two (2) years
• Certification in First Aid and Adult/Child/Infant CPR, desired

Education / Equivalent Experience

• MINIMUM: 18 years of age with High School Diploma or GED
• PREFERRED: Associates Degree or higher in Business Management, Human Services, Education, or related field
• Three (3) years performing administrative support duties in an early childhood or human services setting

Competencies (Knowledge, Skills, and Abilities)

Knowledge of:

• Computer Applications: Microsoft Office Suite, Adobe, various database applications
• Community resource access and availability
• Basic administrative support principles and practices
• Head Start Program Performance Standards
• DCF Licensing Requirements

Skill/Ability to:

• Speak, read and write English; bilingual language(s) helpful
• Communicate, orally and in writing, with all levels of audiences
• Manage a flexible schedule to accommodate program needs
• Collect, analyze, and utilize data to plan and monitor program services operations
• Manage time, solve problems, and make appropriate decisions in varying situations
• Work collaboratively and cooperatively with fellow staff, parents, and community partners
• Translate professional training into practice
• Develop and maintain positive relationships with staff, community partners and stakeholders
• Utilize agency resources, appropriately answer questions and provide guidance to staff and parents
• Maintain organization, sustained concentration and attention to detail ? Use technology to record, report and monitor program services
• Set and maintain professional boundaries with families.
• Deal with sensitive family situations in a non-threatening and professional manner
• Provide compliance monitoring in a proactive and supportive manner
• Work independently without intense supervision

Physical/ Mental Demands

• Lifts and/or moves up to 50 lbs.
• Kneels, stoops, bends, reaches and sits on floor to attend to children’s needs
• Sitting, for working at keyboard and desk, standing, driving for home/site visits, and meetings
• Moves quickly in response to active children in need of redirection to protect their and others safety
• Uses manual dexterity, reaches with hands and arms, stretches, and talks or hears
• Responds both physically and mentally to emergency or crisis situations

Environmental Conditions

• Variability in temperature, environment and noise
• Potential sensory response associated with toileting and/or children who are ill
• Contact with children who are ill and/or possibly contagious
• Contact with chemicals to clean and sanitize equipment and facility