Infant & Early Childhood Administrative Coordinator

To apply for this position, you must send a Cover Letter and Resume to lmoberg@macmh.org. 

Position Overview:  

The Minnesota Association for Children’s Mental Health (MACMH) is seeking a highly organized and detail-oriented Administrative Coordinator to support the Infant & Early Childhood (IEC) division. This role is critical to the effective coordination of multiple projects and grant-funded programs across the division. The coordinator will ensure efficient administrative processes across billing, data collection, reporting, and communication tasks. The ideal candidate is proactive, skilled at project coordination, and confident managing multiple moving parts while maintaining clear communication with internal teams and external partners. 

Key Responsibilities: 

Project & Operational Coordination 

• Coordinate logistics and timelines for IEC projects, including scheduling, milestone tracking, and task delegation. 
• Ensure that operational workflows related to the grants and contracts are running smoothly and align with compliance expectations. 

Invoice & Contract Management 

• Manage the preparation, review, and submission of all invoices within the IEC division. 
• Collaborate with the IEC Director and Finance Director to compile and submit comprehensive grant invoices to state and funding entities. 
• Oversee the onboarding of new subcontractors, providing orientation on MACMH’s invoicing protocols and documentation requirements. 
• Maintain organized records of subcontractor agreements, deliverables, and payments. 

Data Tracking & Grant Reporting 

• Develop and manage systems for tracking contractor deliverables, utilization of services, and grant-related outcome metrics. 
• Gather, analyze, and synthesize program and financial data to support the development of grant reports. 
• Monitor grant timelines and ensure timely collection of all necessary reporting materials and documentation. 
• Partner with the IEC Director and State staff to compile consultation referral data and ensure data integrity. 

Subcontractor & Program Support 

• Support the annual subcontracting process for mental health and reflective supervision consultants. 
• Assist with subcontracting logistics for specific IEC grant-funded projects and new programming efforts. 
• Provide customer service and administrative support for consultants and subcontractors throughout project lifecycles. 

Experience Preferred:  

• Bachelor’s Degree preferred.   
• AA degree and a minimum of 2 years experience in progressively responsible supervisory or management position overseeing the administration, front office management is preferred. Specialized training and strongly related, progressive work experience of at least six years may be exchanged for the AA degree requirement. 
• Quickbooks and/or data tracking platform experience is preferred. 

This role includes a hybrid work schedule. Days to work and times are negotiable. Position reports to the Infant & Early Childhood Director. 

Compensation and Benefits: 

MACMH offers competitive compensation commensurate with background and experience. The salary range for the Administrative Coordinator is $26,000-$30,000. We are committed to the personal and professional growth of all staff.