Educational Programs Coordinator

JOB SUMMARY:

Under direction of the Educational Programs Administrator(s), manages all aspects of grants and contracts awarded to Educational Programs Division in support the mission of the organization. Reviews grants, grant applications, and ensures compliance with funding and reporting. Additionally, coordinates billing and collection of funds from grants and contracts for YWCA Educational Programs and new initiatives related to expenditure activity, to ensure conformity to federal, state, local, or private rules, regulations, or contract commitments. Oversees purchasing and resource management for Educational Programs Divisions and facilitates sharing of resources throughout the Divisions.

• Regular attendance at Employer's place of business and/or during particular hours, as assigned, is an essential function of this position. Employee must comply with and follow YWCA’s attendance policy at all times, unless a reasonable accommodation is requested and granted, as required by law.

• Is committed to working as a member of the Educational Programs Leadership Team to assist the Programs Administrators in accomplishing goals and results.

• Manages staff hired to meet contracts and grant scope of work and requirements.

• Designs and implements systems for the purposes of grant/contract eligibility in accordance with grants and contracts requirements and scope of work.

• Becomes familiar with Educational Programs regulating agencies including but not limited to Child Care Minimum Standards, Texas Education Agency, Local Independent School Districts, City Ordinances, and more.

• Develops relationships and ensures collaboration with key stakeholders.

• Displays adherence to organization’s mission.

• Develops program specific review/assessment protocols in collaboration with the program director/administrator, manages and updates of contract/grants forms, and related policies and procedures.

• Maintains proficient knowledge of organization’s history and programs.

• Assisting with the execution of development department's strategy and projects.

• Prepares and monitors budgets, financial statements, and operating data. Prepares and reviews billings and expenditures; and reviews, interprets, and reports on actual performance compared to budget monthly, recommending corrective action to alleviate variances.

• Communicates deadlines and receives billing documents for monthly contract and grant accounting activity to ensure compliance with Agency monthly and annual closing schedule.

• Ensures accurate billings of all reimbursable contracts and proper recognition of revenue.

• Ensures proper and accurate recognition of revenue for advanced grants and restricted donations and reconciliation of all deferred revenue accounts and restricted revenues.

• Evaluates monthly progress of contract and grant activity to ensure expenditures and program accomplishments are in accordance with award stipulations reviewing variances with the Contracts Administrator, Chief Operating Officer and Chief Financial Officer.

• Maintains and reconciles all aged accounts receivable listings and directs collection efforts.

• Reconciles all receivables and revenue accounts related to grants and program related contributions to ensure proper receipting of cash to the proper accounts.

• Stays current on any new contracts and grants and internal and external monitoring reports that impact the grants financially.

• Becomes familiar with requirements of grants and contracts, as well as operating department procedures and policies related to grants and contracts.

• Trains staff members on divisions’ grants and other contract requirements, and related YWCA policies and procedures impacting the management of grants and contracts. Creates, develops, and implements divisional training programs as they pertain to grants and contracts operations and management.

• Authorize and processes scholarship for participants for all AELs in the membership system.

• Assists Academies for Early Learning (AELs) and School Age (SA) programs in the administrative functions, including tasks such as, but not limited to, responding to inquiries regarding programs and services, enrolling children in care and general customer service.

• Receives and submits all food orders for Academies for Early Learning (AELs) and School Age Divisions to food vendors for delivery timely after review of the food inventory. Maintains record of food inventory and reconciles to physical inventory.

• Prepares and provides timely required documents and quotes for all AELs and SA purchases for administrator approval and according to the agency’s policies and procedures.

• Requests tags for new equipment purchases and reports transfer/disposal of tagged items.

• Oversees purchasing and resource management for Educational Programs Grants and Contracts. Facilitates sharing of resources throughout the Division.

• Reviews and approves payroll records for assigned grants staff departments.

• Performs other accounting related tasks as assigned.

JOB QUALIFICATIONS:

• High School graduate or equivalent required. Bachelor’s degree preferred in education, business management or related field required.

• One (1) year grant management experience, or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

• Must have working knowledge of government contracts, grants, grant management systems including but not limited to Raiser’s Edge, non-profit state and federal tax legislation and regulations affecting the YWCA.

• Must be proficient in billing procedures for all contract billings.

• Must have excellent verbal and written communication skills. Excellent interpersonal and listening skills required, with ability to interact at all levels.

• Must be highly organized, able to handle multiple priorities, and able to work independently and autonomously as needed.

• Must have analytical ability and be detailed oriented.

• Must be able to work other than regular scheduled hours.

• Must be able to establish and maintain a positive community image.

• Must be flexible and able to work under pressure with interruptions.

• Must possess creative energy, be a self-starter, require minimal supervision, and be able to work individually and as a member of a team.

• Must be able to make sound judgments and possess strong conflict resolution skills.

• Hands-on personal computer skills required, including experience working with Microsoft Word, Access, Excel and PowerPoint software required.

• Bilingual capabilities in English/Spanish a plus.

• Must acquire CPR, First Aid/SIDS, and food management certification within the first 30 days of hire. DFPS background check and FBI fingerprint prior to start of employment. Must maintain these certifications throughout employment.

• If you have lived out of state in the past five years you are required to submit for criminal history and child abuse/neglect check for the different state's you have resided in.

ANTICIPATED BENEFITS:
YWCA Membership and Program Discounts
Basic Life Insurance and Retirement
Medical, Dental, Vision