C# Careers in pontiac ∙ Page 1

Want to be a DIFFERENCE MAKER? Join our team and BUILD BRIGHTER FUTURES.

ABOUT THE OPPORTUNITY/WORK

The Early Childhood Education (ECE) Coordinator provides administrative support to the Children’s Learning Center in maintaining high quality education. The ECE Coordinator will be responsible for providing administrative support to the center to ensure compliance with accreditation, funders and licensing requirements. The ECE Coordinator assists the Early Childhood Education Manager in creating and operationalizing the overall recruitment and engagement strategy.

 The ECE Coordinator is responsible for acquiring and maintaining current knowledge of the Children’s Learning Center, including admission and eligibility criteria; for inquires, tours and enrollments of potential families and children for childcare and preschool. The ECE Coordinator is responsible for providing accurate billing and food program data. The position provides leadership in coordinating family and community events and volunteer opportunities.

 The ECE Coordinator provides coverage in the absence of the ECE Manager and is a back-up at times the manager is unavailable. The position reports to the Early Childhood Education Manager in Pontiac.

Recruitment and Enrollment Management

• In partnership with the Early Childhood Education Manager, the Coordinator is responsible for the overall recruitment strategy.
• Monitors and responds timely to all incoming calls, documenting all information and tracking specifics needs from the caller.
• Keeps accurate tracking of enrollment for tuition-based programming and GSRP program by week, month and year.
• Coordinates time to review enrollment paperwork with families and ensure paperwork is completed correctly and thoroughly.
• Screens and verifies eligibility for the Great Start Readiness Program according to State program implementation guidelines.
• Ensures enrollment criteria are met prior to attendance i.e. DHHS approvals, Health appraisals and all applicable licensing requirements.
• Partners with the ECE Manager on all child classroom placements based on age and/or developmental level of child and program availability.
• Maintains the center's waiting lists for Tuition, Great Start Readiness Program and Summer Camp programs.
• Works closely with Oakland Schools to obtain referrals, utilize training opportunities and other resources available.
• Schedules and facilitates center tours, open houses, enrollments fairs, family engagement events and community events.
• Effectively communicates with families regarding available funding for all programs.
• Works closely with management on enrollment goals for each classroom.
• Collaborates and communicates frequently with the Marketing Department on upcoming events, themes, and all social media needs.
• Coordinates outreach events and meetings with areas businesses, building relationships with community members for recruitment purposes.
• Will be responsible for managing data related to student demographics, assessments, and outcomes for various reporting needs. This includes coordinating with the Quality Assurance department to maintain data integrity and support Performance and Quality Improvement (PQI) at the agency.

Program Administration

• As part of the ECE leadership team, provides coverage and back-up to the ECE Manager when they are off, on vacation or unavailable.
• Organizes and maintains appropriate documentation and an efficient database system for funder, state and national reporting purposes as it pertains to enrollment.
• Tracks and audits staff professional development and credential records to ensure state and/or national compliance. Will coordinate with the ECE Manager when there is non-compliance.
• Maintains all child files (electronic and physical), ensuring they remain in compliance with licensing, funding, and NAEYC (National Association for the Education of Young Children) requirements.
• Audits Child Files quarterly to ensure compliance.
• Responsible for data reporting for Michigan Department of Education, the Bureau Licensing and Regulations, Oakland County Health Department, Oakland Schools and the Great Start to Quality.
• Processes all billing and payment information in accordance with the agency and MDHHS protocols and submits information to the RDMA for final processing.
• Tracks all DHHS approvals, monitoring status and expirations. Keep a record of family correspondences and reviews with the ECE Manager for additional follow-up.
• Maintain all necessary financial documentation for billing and financial audits.
• Submits and reviews the weekly tuition payments and balance report to the ECE Manager.
• Maintains the ProCare database; enters and updates family profiles, ensures information remains up to date and assists families in setting up digital access.
• Maintains all necessary enrollment and documentation for compliance with the CACFP program.
• Distributes, collects, and reviews all CACFP meal and attendance documentation, and enters all classroom meals and attendance sheet data. Submits required documentation to RDMA for billing.
• Ensures all new staff complete the appropriate CACFP trainings and current staff complete annual trainings as needed.
• Supports ECE Manager in the maintaining and auditing of program files to ensure compliance with GSRP, State Licensure and NAEYC accreditation.
• Attends CLC and Agency staff meetings and all agency Leadership meetings as directed.
• Maintains and adheres to standards of State licensure including knowledge of all licensing rules and timely reporting of potential violations to both internal and external authorities.
• In partnership with the ECE Manager, determines each child’s free lunch status according to Federal guidelines, A, B and C coding.
• Assists the ECE Manager with maintaining and auditing of program files to ensure compliance with GSRP, State Licensure and NAEYC accreditation.
• As requested, meets with other departments to review quality assurance standards, compliance expectations and data reporting.
• Provides support to the program in maintaining high quality education by providing training on key administrative and reporting processes within the centers.
• Completes necessary center and agency paperwork in a timely and accurate manner.
• Responsible for assisting with licensing required on-boarding processes for new staff under the direction of the ECE Manager, fingerprinting, on-line trainings, etc. Assures all documents are filed in the personal file timely and in accordance with requirements.
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff. 
• Other duties as assigned.

Engagement

• Preplans classroom events partnering with teachers on scheduling i.e. vision and hearing screenings, dental visits, picture days, special guest/volunteers, etc.
• Creates an annual calendar of planned events that is distributed to employees and families and is posted throughout the center.
• Coordinates all events as listed above, communicating with families, teachers and strategically organizes all aspects of the events, including set ups, purchases, requesting assistance from facilities etc.
• Actively seeks out other resources for events, volunteer opportunities and parent engagement.
• Supports the program and teachers in making appropriate referrals to services for families that need additional support.
• Utilizes and updates the onsite community resource frequently board and materials for families. This may include recalls, upcoming events, announcements, etc.
• Coordinates program volunteer opportunities, donations, and supplies drives with the Development Department. Presents volunteer opportunities at interested organizations and businesses.
• Represents the Agency in the community by participating in community events to promote and recruit for the Children’s Learning Centers and the Early Childhood Department.
• Frequently communicates, initiates and meets with the Marketing Department for social media needs related to enrollments, upcoming external and internal planned events.
• Ensures media releases are updated annually.

Does this Describe YOU?

• Bachelor/s degree in Early Childhood, Human Services, Business, or related field.
• Two to four years' experience as a GSRP teacher with supervisory or leadership experience preferred.
• Has experience with demonstrating a strong foundation in child development and education in a past role(s).
• Prior experience in a supervisory or leadership role within a childcare setting is highly valued.
• Advanced skills in childcare recruitment, marketing and enrollment strategies preferred.
• Experience working with GSRP and tuition-based programs strongly preferred. Similar settings will be considered.
• Experience using the High Scope approach to learning is preferred. Similar curriculum approaches will be considered with the understanding the candidate will adapt to High Scope.
• Proficient in problem solving and critical thinking strategies.
• Excellent interpersonal skills with the ability to communicate effectively, speaking clearly and communicating and building positive relationships with parents, teachers and children.
• Accurate and excellent attention to detail with strong organizational skills.
• Has experience building relationships and a proven track records with both internal and external partners.
• Understanding and knowledge of state and local regulations governing childcare centers is crucial for ensuring a safe and compliant environment
• Demonstrated skills and proficiency in documentation, tracking, billing, auditing and other related administrative skills including DHHS billing, knowledge of CACFP preferred.
• Ability to work well under pressure and able to balance multiple demands at one time and work with frequent interruptions to perform duties and tasks to expected levels of professionalism.
• Proficient knowledge of Microsoft Office programs.
• Ability to accept supervisory direction and to work independently on assigned tasks and meet deadlines as required. 
• Selected candidates for this position must possess a sensitivity to the diversity of the Agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation and socioeconomic characteristics.
• Special abilities and skills that are necessary to perform the required tasks and that best meet the needs of the Agency will also be considered. Any standard above may be waived when compensating specifications or circumstances exist.