Early Childhood Education Workforce Coordinator

Carlow University is currently accepting applications for our Early Childhood Education Workforce Coordinator role.

The Southwest Professional Development Organization Early Childhood Education Workforce Coordinator is responsible for the comprehensive administration, coordination, and support of apprenticeship and workforce development programs. This role manages student enrollment in the Apprenticeship Program, financial processes, grant compliance, recruitment, and cross-departmental collaboration to ensure student success and program effectiveness.

Essential Functions

Enrollment & Student Data Management

• Manage pre- and post-enrollment processes each semester.
• Maintain accurate student records including demographics, academic status, and funding sources.
• Enter and track course information including course numbers, titles, credits, modality, and schedules.
• Monitor and record academic outcomes including pass/fail status, withdrawals, and incompletes.
• Track student teaching, capstone experiences, and graduation data.
  
  
  

Financial & Invoicing Management

• Review student enrollment and account details using Colleague.
• Calculate student balances, including Pell, PHEAA, and other grant funding sources.
• Prepare and submit invoices twice per semester following drop/add periods.
• Ensure accuracy of charges and exclude ineligible items such as loans.
• Coordinate with Student Accounts to post payments and track incoming funds.
  
  
  

Grant & Compliance Administration

• Manage documentation and reporting requirements for grant funding sources.
• Verify student eligibility for grant funding, including GPA requirements.
• Calculate and allocate grant awards.
• Track expenditures and monitor funding balances.
• Prepare and submit quarterly and annual reports.
  
  
  

Budget & Expense Tracking

• Maintain detailed expense reports including student course costs and operational expenses.
• Track salary, benefits, travel, and indirect costs.
• Prepare invoicing summaries including current budget, expenditures, and remaining balances.
  
  
  

Recruitment & Admissions Support

• Manage prospective student pipeline from inquiry through enrollment.
• Conduct outreach, schedule interviews, and facilitate virtual meetings such as TEAMS.
• Collaborate with Admissions to identify eligible apprenticeship candidates.
• Maintain accurate records of recruitment activities and communications.
  
  
  

Collaboration & Communication

• Serve as liaison between academic departments, financial aid, student accounts, and external partners.
• Attend regular team and stakeholder meetings.
• Communicate with internal and external partners regarding student status, funding, and program updates.
  
  
  

Program Operations Support

• Coordinate textbook distribution, including inventory management and delivery.
• Maintain and update student tracking systems and spreadsheets.
• Monitor employer partnerships and student placements.
• Support department planning and implementation of events.
• Attend conferences and meetings outside of the University.
  
  
  

Other Non-Essential Functions

• Other job-related duties as assigned.
  
  
  

Minimum Education Level Required

• Bachelor’s degree required; master’s degree preferred in Education, Administration, or a related field.
• Experience in early childhood education, higher education, workforce development, or program coordination.
• Knowledge of financial aid processes and grant management preferred.
• Strong organizational, analytical, and data management skills.
• Excellent communication and interpersonal skills.
• Proficiency in database systems such as Colleague and Microsoft Office Suite.
  
  
  

Minimum Related Experience Required

• Experience working in a collaborative, team-oriented environment within higher education.
• Requires attention to detail, ability to manage multiple deadlines, and maintain confidentiality.
• Experience working with educators or early childhood education programs.
• Familiarity with state and grant-funded initiatives.
• Ability to analyze financial data and generate reports.
  
  
  

Carlow University is Devoted to....

• A culture of integrity, dignity and respect for all
• A strong commitment to social justice
• Ethical forward-thinking leadership
• Comprehensive medical, dental, vision, life & disability benefits package
• Tuition benefits for undergraduate and graduate programs
• Health Savings Account and Flexible Spending Account options
• Wellness and Employee Assistance Program
• Complimentary use of Carlow’s fitness center and amenities
  
  
  

Carlow University is a comprehensive Catholic University situated in a culturally rich urban setting of Pittsburgh, Pennsylvania. Founded in 1929 by the Sisters of Mercy, an international community of Roman Catholic women with a mission to serve the poor, the sick, and the uneducated. Carlow is an institution grounded in the liberal arts while also offering strong professional programs, committed to engaging its community in a process of life-long learning, scholarship, research, and service. Degrees are offered at the baccalaureate, master's, and doctoral levels. Carlow University aims to provide transformational educational opportunities rooted in social justice for a diverse community of learners, and to empower them to excel in their chosen work as compassionate, responsible leaders in the creation of a just and merciful world.

Carlow University employees commit themselves to the highest standards of ethical conduct. They commit to act with integrity, treat others with respect and dignity, carefully steward the University's resources, avoid conflicts of interest or commitment, maintain confidentiality, and to comply with legal and professional obligations.