Administrative and Data Coordinator

Provides leadership, coordination, and administrative support in the ongoing development, implementation, and administration of all phases of the Early Childhood Administrative and Service collection.

• Develops and/or enhances all systems related to Head Start, Birth-to-Three, Baby Group, Nursing mom’s data tracking, and administrative systems.
• Trains and orients front desk staff, including student workers. Ensures coverage for facilities and front desk when needed.
• Coordinates with Education Coordinator, Family Services Coordinator and Food Services Supervisor to support the planning of professional development trainings.
• Coordinates with staff to ensure all supplies are ordered and received in a timely manner.
• Processes all invoices for payment.
• Regularly gathers, analyzes, and synthesizes data into comprehensive reports to ensure all data management systems and program records are accurate, up-to-date, and reflect current performance.
• Screens and manages incoming calls, responds to routine inquiries and directs families, staff, and community partners to appropriate programs, services or personnel within the Early Childhood Programs.
• Maintains professionalism and confidentiality at all times, particularly when handling sensitive child, family or staff information, and effectively de-escalates or routes potentially urgent situations to the manager on duty.
• Maintains numeric records such as inventory, logs and/or accounting files. Conducts inventory, orders, collects, and distributes supplies and/or equipment.
• Maintain up-to-date accurate electronic records including enrollment status, contact information, family goals and services provided ensuring records are current and compliant with program standards. .
• Assists families with enrollment requirements and paperwork as needed.
• Provides general office management, supervision of staff, and administrative support services.
• Ensures all records and data entry processes comply with federal, tribal, and program regulations across all management information systems.
• Maintains and archives confidential records.
• Provides oversight of the administration of all records pertaining to the PIR and information gathering required by the Office of Head Start.
• Responsible for aligning all data tracking, identifying trends and making improvement plans as necessary.
• Adheres to the professional customer service protocols as defined by the policy and procedures at all times.
• Because of the Tribe's commitment to community service and the well-being of its members, each employee may be expected to perform a wide range of office and field duties from time to time. Such duties may or may not be related to their regular responsibilities.
  
  
  

Required

• Associate’s degree in business administration or related field from accredited college(additional related job experience may be accepted in lieu of degree requirement).
• Three (3) years of related experience in Head Start involving collection and analysis.
• Two (2) years of progressively increased responsibility, including staff supervision and training .
  
  
  

Special Requirements Must pass a criminal background check, a drug screen and meet all health and immunization requirements. Must be able to obtain satisfactory results on a pre-employment physical examination, including tuberculosis screening.

Skill In Developing and/or supporting systems related to program and community data; developing, adapting, and providing training to student workers; organization; effective communication; problem-solving; time-management; following written and oral instructions; using standard office equipment, including personal computer.

Knowledge of Principles, theories, concepts and practices of early childhood development encompassing infant through school age youth; current trends in data tracking, best practices, and working with high need families.

Ability to Supervise and mentor/coach staff; plan, organize, and direct the function and staff of a large sized organization; work in a team environment; multi-task in a timely manner; follow verbal and written instructions; observe safe work practices; establish and maintain cooperative work relationships; arrive to work in a timely manner; attend required training; maintain confidentiality.

The working conditions described here are representative of those that must be met by an employee to successfully perform the essential duties of this class.

While performing the duties of this job, the employee is frequently required to sit; talk or hear; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to stand or walk; lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually moderately quiet.

A valid Adult and Pediatric First Aid/CPR certificate and Food Handler’s permit may be required at the time of appointment or at a time set by the Tribe. A valid Washington State driver’s license is required at the time of appointment or at a time set by the Tribe.