Administrative and Data Coordinator

Muckleshoot Indian Tribe•Auburn, WA

7h•Onsite

About The Position

Provides leadership, coordination, and administrative support in the ongoing development, implementation, and administration of all phases of the Early Childhood Administrative and Service collection. This role involves developing and enhancing systems related to Head Start, Birth-to-Three, Baby Group, and Nursing mom’s data tracking, as well as administrative systems. The position also includes training and orienting front desk staff, ensuring facility and front desk coverage, and coordinating with various program coordinators to support professional development and supply management. A key responsibility is processing invoices for payment and regularly gathering, analyzing, and synthesizing data into comprehensive reports to ensure accuracy and compliance. The role also involves screening calls, responding to inquiries, maintaining professionalism and confidentiality, managing sensitive information, and de-escalating urgent situations. Maintaining numeric records, conducting inventory, ordering and distributing supplies, and maintaining up-to-date electronic records are also essential. The position assists families with enrollment, provides general office management, supervises staff, and ensures compliance with federal, tribal, and program regulations. Oversight of records pertaining to the PIR and information gathering for the Office of Head Start is required, along with aligning data tracking, identifying trends, and making improvement plans. Adherence to professional customer service protocols is expected, and employees may be asked to perform a wide range of office and field duties as needed.

Requirements

Associate’s degree in business administration or related field from accredited college (additional related job experience may be accepted in lieu of degree requirement).
Three (3) years of related experience in Head Start involving collection and analysis.
Two (2) years of progressively increased responsibility, including staff supervision and training.
Must pass a criminal background check, a drug screen and meet all health and immunization requirements.
Must be able to obtain satisfactory results on a pre-employment physical examination, including tuberculosis screening.
Skill in developing and/or supporting systems related to program and community data.
Skill in developing, adapting, and providing training to student workers.
Skill in organization.
Skill in effective communication.
Skill in problem-solving.
Skill in time-management.
Skill in following written and oral instructions.
Skill in using standard office equipment, including personal computer.
Knowledge of principles, theories, concepts and practices of early childhood development encompassing infant through school age youth.
Knowledge of current trends in data tracking, best practices, and working with high need families.
Ability to supervise and mentor/coach staff.
Ability to plan, organize, and direct the function and staff of a large sized organization.
Ability to work in a team environment.
Ability to multi-task in a timely manner.
Ability to follow verbal and written instructions.
Ability to observe safe work practices.
Ability to establish and maintain cooperative work relationships.
Ability to arrive to work in a timely manner.
Ability to attend required training.
Ability to maintain confidentiality.

Nice To Haves

A valid Adult and Pediatric First Aid/CPR certificate may be required at the time of appointment or at a time set by the Tribe.
A Food Handler’s permit may be required at the time of appointment or at a time set by the Tribe.
A valid Washington State driver’s license is required at the time of appointment or at a time set by the Tribe.

Responsibilities

Develops and/or enhances all systems related to Head Start, Birth-to-Three, Baby Group, Nursing mom’s data tracking, and administrative systems.
Trains and orients front desk staff, including student workers.
Ensures coverage for facilities and front desk when needed.
Coordinates with Education Coordinator, Family Services Coordinator and Food Services Supervisor to support the planning of professional development trainings.
Coordinates with staff to ensure all supplies are ordered and received in a timely manner.
Processes all invoices for payment.
Regularly gathers, analyzes, and synthesizes data into comprehensive reports to ensure all data management systems and program records are accurate, up-to-date, and reflect current performance.
Screens and manages incoming calls, responds to routine inquiries and directs families, staff, and community partners to appropriate programs, services or personnel within the Early Childhood Programs.
Maintains professionalism and confidentiality at all times, particularly when handling sensitive child, family or staff information, and effectively de-escalates or routes potentially urgent situations to the manager on duty.
Maintains numeric records such as inventory, logs and/or accounting files.
Conducts inventory, orders, collects, and distributes supplies and/or equipment.
Maintain up-to-date accurate electronic records including enrollment status, contact information, family goals and services provided ensuring records are current and compliant with program standards.
Assists families with enrollment requirements and paperwork as needed.
Provides general office management, supervision of staff, and administrative support services.
Ensures all records and data entry processes comply with federal, tribal, and program regulations across all management information systems.
Maintains and archives confidential records.
Provides oversight of the administration of all records pertaining to the PIR and information gathering required by the Office of Head Start.
Responsible for aligning all data tracking, identifying trends and making improvement plans as necessary.
Adheres to the professional customer service protocols as defined by the policy and procedures at all times.
May be expected to perform a wide range of office and field duties from time to time.