Program Administration Coordinator

ABOUT THE ROLE

Read on to fully understand what this job requires in terms of skills and experience If you are a good match, make an application.

Reporting to the Business Office Manager, the Program Administration Coordinator is responsible for assisting with the implementation of operations projects at United South End Settlements.

This position will help implement family onboarding systems for Early Childhood Education (ECE) and our after-school and out of school time program club 48;

streamline the process for data entry between Salesforce and Procare; and perform data entry associated with food service and work at the front desk.

This is a full-time position.

RESPONSIBILITIES

CACFP Administration

• Daily meal count entry (monthly)
• Classroom attendance (daily)
• Family Eligibility
• In compliance with food safety trainings, civil rights trainings, and documentation

Food Program Administration

• Weekly iCater ordering
• Bi-weekly Thurston ordering
• Monthly menu building
• Allergy, medication and action plan management

Training & Transition Support

• Support operations with food program execution
• Train staff on necessary skills for meal service and kitchen management

Program Administration

• Distribute written notifications to all ECE and club48 families. Assist with Camp Hale communication as requested.
• Contact families for required documentation for program enrollment, as requested.
• Assist with maintaining, organizing, updating, and auditing of participant files, including ensuring the physical and online checklists are updated with any new paperwork.
• Assist with processing invoices as requested.
• Responsible for annual update for families in ECE and club48, this includes communication, and follow-ups as needed.

Billing and Fee Collections

• Preparing and distributing weekly and monthly billing for ECE and club48
• Independently collect and record payments accurately in Procare Software
• Monitor and adjust fee changes for vouchers, contracts, and private pay families
• Assist with internal audits of Procare

Additional Duties

• Routine classroom support.
• Update the operations manual as needed.
• Document all activities associated with Food & Nutrition and Procare Administration.
• Help implement backend data entry for the USES website.
• Help streamline systems through forms on the USES website.
• Represent USES at community meetings and events.

QUALIFICATIONS

• Strong oral and written communication skills, including ability to present in front of groups and translate information to a variety of audiences with differing backgrounds, education, and levels of expertise.
• Strong Microsoft Excel skills.
• Self-motivated and able to work independently as well as in teams.
• Excellent organizational and time management skills.
• Ability to multi-task and be flexible.
• Commitment to USES’ mission, values, and program model.

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.

This role is full-time and is paid at the rate of $22 / hour.

USES is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, marital status, disability or protected veteran status, genetics, or any other status or characteristic protected by federal, state, or local law.

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