Program Administration Coordinator

ABOUT THE ROLE:

The Program Administration Coordinator is a key operational support role responsible for ensuring the smooth execution of enrollment systems, CCFA compliance tracking, family communication, front-desk operations, and program coordination at USES. This role is central to maintaining accurate program records, supporting daily administrative workflows, and ensuring strong coordination between families, staff, and leadership. The Program Administration Coordinator also provides direct support for events, meetings, and program activities, helping ensure operations run efficiently and professionally. This position requires strong attention to detail, organizational skills, and the ability to manage both structured administrative tasks and real-time operational needs in a fast-paced environment.

This role reports directly to the Business & Operations Manager, and works closely with the Operations Team and Program Staff. The role is 100% in person at 48 Rutland Street, Boston, MA, with a work schedule of 40 hours per week, 9:30 am – 6:30 pm M-F. Occasional evening or weekend hours may be required to support organizational events, trainings, or operational needs.

WHAT YOU WILL DO:

Enrollment & Program Administration

• Manage enrollment processes, including applications, updates, withdrawals, and waitlists
• Maintain accurate and up-to-date participant records in Salesforce and Brightwheel
• Support family communication regarding enrollment requirements, deadlines, and documentation
• Ensure participant files are complete, organized, and audit-ready at all times
• Support ongoing attendance tracking and enrollment reporting

CCFA Compliance & Reporting

• Maintain accurate CCFA attendance tracking and reporting submissions
• Ensure all required CCFA documentation is completed, organized, and submitted on time
• Support compliance monitoring related to attendance, eligibility, and reporting requirements
• Assist in preparing documentation for audits, reviews, and compliance checks
• Maintain organized records to ensure readiness for CCFA and licensing requirements
• Submit childcare contracts

Front Desk & Front Door Coverage

• Provide consistent front desk and entryway coverage as needed during program hours
• Greet families, visitors, vendors, and staff in a professional and welcoming manner
• Manage sign-in and sign-out procedures for visitors and program participants
• Monitor front-door access procedures to ensure safety and security protocols are followed
• Respond to general inquiries and direct individuals to appropriate staff or departments
• Maintain a professional, organized, and welcoming front-facing presence for the organization

Events, Meetings, and Program Support

• Support planning and execution of internal meetings, family and program events
• Assist with the preparation of materials, room setup, and logistical coordination for events
• Support the setup and breakdown of spaces, including seating, materials, and equipment
• Assist staff during events to ensure smooth operations and participant experience
• Provide on-site administrative and logistical support during program events

Data & Administrative Systems

• Maintain accurate data entry in Salesforce, Brightwheel, and internal systems
• Generate basic enrollment, attendance, and program reports as needed
• Support the organization of digital and physical filing systems
• Ensure program documentation is consistently updated, accurate, and accessible
• Manage account payrolls through coding

Operational Coordination

• Collaborate with the Community Operations Coordinator to ensure that administrative processes support daily operations, including food service documentation, inventory records, vendor communication, and operational reporting.
• Coordinate administrative support for organizational events, trainings, family engagement activities, and projects.
• Identify operational challenges and recommend process improvements that enhance efficiency and service delivery.
• Collaborate with the Community Operations Coordinator to prioritize workload and ensure uninterrupted daily operations during staffing transitions or periods of increased demand.

WHAT WE ARE LOOKING FOR:

• Strong organizational and administrative skills
• High attention to detail and accuracy in documentation
• Strong communication and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Experience with Salesforce, Brightwheel, or similar systems preferred
• Comfortable with front-facing responsibilities and family interaction
• Strong reliability, professionalism, and problem-solving ability
• Commitment to supporting program operations and organizational mission
• Fluency in Spanish is preferred but not required

PHYSICAL REQUIREMENTS (with or without accommodation)

• Must be able to climb, stoop, reach, stand, lift, feel, talk, hear, and be capable of repetitive motion
• Position requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly
• Work requires close visual acuity

COMPENSATION BENEFITS:

USES offers its staff a robust compensation and benefits package including access to high-quality health, dental and vision benefits, a 403B plan and generous paid time off. The pay range for this role is $24 - $27 per hour, depending on experience.

ABOUT UNITED SOUTH END SETTLEMENTS

The mission of United South End Settlements (USES) is to build a community that fosters children’s growth, inspires new possibilities, and provides the tools to create positive change. We believe that as families increase their income and assets, become more resilient and connect to a diverse network, they and their children are more likely to develop the necessary skills to thrive. We have integrated our programs and implemented new initiatives to support the whole family, providing children and youth with early childhood education, after school programs, and Camp Hale, a summer camp on Squam Lake in New Hampshire. We also support families through our guaranteed income program, Striving Towards Economic Mobility (STEP). We value diversity in every setting and are committed to building a community of individuals with various backgrounds, skill sets, and perspectives who share our vision for disrupting the cycle of poverty. To learn more, please visit our website at www.uses.org.

OUR CORE VALUES:

• Community: We believe in engaging the entire community as a catalyst in our model of service that helps children and their families build strong, trusting and mutually beneficial relationships.
• Diversity: We believe that we achieve the greatest positive impact on children and their families when we include people from various backgrounds, skill sets, and perspectives in disrupting the cycle of poverty.
• Opportunity: We believe that all people have potential and deserve access to top quality educational and economic opportunities.

OUR ORGANIZATIONAL NORMS

• Collaboration: Finding ways to work together with each other and across our departments and positions
• Positivity: Having a “can do” attitude even when things are tough or stressful
• Transparency: Having open communication by sharing successes, challenges and ideas with each other
• Excellence: Doing the best we can all the time with everything we do