Early Learning Systems Manager

POSITION SUMMARY

The Early Learning Systems Manager is a full-time role that supervises 2-5 employees. This role combines program coordination, administrative operations, and partner engagement to support the success of the Oregon Child Care Alliance (OCCA) and Child Care Improvement Program (CCIP) members and network coordinators across OCCA service territories. This position serves as a central connector between members, coaches, partners, and leadership, ensuring high-quality service delivery, curriculum fidelity, and strong operational systems.

The coordinator provides comprehensive operational and administrative support to the Associate Director, and Network Coaches, while also playing an active role in relationship management, curriculum implementation support, and data integrity.

JOB DUTIES & RESPONSIBILITIES

Business Coaching Strategic Support

• Cultivate and manage relationships with Business coaches supporting OCCA and CCIP member’s business success across service territories.

• Facilitate monthly coach check-ins and support Associate Director with partner meetings.

• Supervise Network Coordinators and ensure compliance and monitoring of these roles.

• Monitor data to inform program goals and support for programs and service improvement.

• Design and deliver engaging, well-structured courses and training content on best practices for business coaching that are aligned with ELSI Coaching Competencies.

Supervision & Team Development

• Provide consistent supervision, coaching, and mentorship to staff, fostering professional growth and continuous skill development.

• Set clear goals and expectations and manage performance in alignment with organizational policies.

• Promote a positive, inclusive, and collaborative team culture that supports engagement and retention.

• Ensure staff have the tools, resources, and training needed to be successful in their roles.

• Communicate openly with staff through regular 1:1 check-ins, feedback, and team meetings.

Curriculum Development and Training

• Develop current and culturally responsive business coaching curriculum.

• Onboard business coaches for OCCA, CCIP and Child Care Resource and Referral (CCR&R) on implementation of the curriculum.

• Monitor the loyalty of the training materials, gathering feedback from coaches and participants.

• Build and implement the LMS systems for curriculum sustainability and consistency.

Program & Partnership Coordination

• Ensure clear transparent communication among staff, partners, and leadership.

• Plan, develop and facilitate the logistics for cohort meetings, training, and peer learning sessions.

Data and Record Management

• Ensure that all the coaching/training records are reported into CRM for accuracy.

• Generate summary reports for internal use and funder reporting.

• Monitor Dashboard data in Brightwheel and Wondershool to determine member usage and progress.

Administrative & Operational Support

• Coordinate calendars, scheduling, and meeting logistics for program staff and external partners.

• Prepare meeting agendas, take minutes, and maintain organized digital files on SharePoint

• Provide operational and strategic planning support to the Director and Associate Director.

• Works closely with Associate Director in developing and maintaining quality program policy and procedures.

• Supports with program translations and interpretation in Spanish and manages the outsourcing of other languages needed.

• Identify new opportunities for growth, including grants and partnerships, and initiate collecting information and drafting frameworks for presenting to the leadership team.

Membership Processing & Member Support

• Process and track membership applications accurately and in a timely manner.

• Serve as a point of contact for member questions related to applications, participation, and logistics.

• Manage and cultivate member waitlist

• Manage membership services

Communications & Website Support

• Assist with basic website updates and content uploads including but not limited to; blog, newsletters, offerings, resources, etc.

• Manage and prepare social media postings, logistics, and communication using Facebook and Instagram.

• Develop and assist with marketing materials.

Other Duties

• Perform additional related duties as assigned by the Director and Associate Director.

• Assist in community outreach and marketing efforts.

• You must be able to travel to all regions and counties across Oregon on a monthly to quarterly basis or as needed.

• Additional responsibilities may be assigned as needed.

SUPERVISORY RESPONSIBILITIES

This position supervises OCCA network coaches and supports CCR&R business coaches.

REQUIRED SKILLS AND QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following competencies:

• Knowledge of Early Childhood Education Systems, Child Care Operations, and Licensing Requirements.

• Strong interpersonal skills with the ability to build and maintain collaborative working relationships in a cross-sector and culturally diverse environment.

• Strong ability to coordinate complex programs involving multiple stakeholders, timelines, and deliverables.

• Knowledge of adult learning theories, coaching, and instructional skills, with ability to facilitate check-ins, and learning sessions with professionalism and confidence.

• Ability to work independently and manage logistics for training, meetings, and peer learnings, projects, and deadlines effectively.

• High level of professionalism, discretion, reliability and commitment to equity, cultural responsiveness, and community-centered work.

• Reliable transportation.

Preferred skills:

• Proficiency in Microsoft 365 tools (Word, Excel, PowerPoint, Outlook, Teams and SharePoint), any virtual meeting platforms and other collaborative software.

• Experience entering, maintaining and tracking records in a CRM system or database with strong attention to detail, accuracy and compliance.

REQUIRED EDUCATION AND EXPERIENCE

• Bachelor’s degree in Early Childhood Education, Business Administration, or a related field, or ORO Step 10 or equivalent experience required.

• A minimum of two years of supervisory experience.

• Minimum of two years of progressively responsible experience in program coordination, coaching small business development or related field.

• An equivalent combination of education and relevant professional experience that demonstrates the ability to perform the duties of the position.

REQUIRED CERTIFICATES, LICENSES, CREDENTIALS AND/OR REGISTRATIONS

• Master Trainer Credential

Preferred:

• Coursework or certification in project management, adult learning, coaching or data management

PHYSICAL REQUIREMENTS

The physical requirements outlined below must be met to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform these essential functions.

While performing the essential duties of this job, the employee is regularly required to talk and hear, sit and stand for long periods of time, and use computer equipment. The employee is required to use hands to finger, handle, and reach with hands and arms, stand and walk, kneel, or crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this role include close vision, distance vision, depth perception, and ability to adjust focus.

ENVIRONMENTAL WORKING CONDITIONS

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

While performing the duties of this job, the employee is occasionally exposed to moderate noise levels typical of an office environment.

Salary : $70,000 - $75,000