Early Childhood Programs Coordinator (Bilingual)

CAP Tulsa•Tulsa, OK

6h•Onsite

About The Position

Works under the direct supervision of the Assistant Director, Admissions & Recruitment. Responsible for comprehensive administrative and planning services in support of Child & Family Recruitment Services (CFRS) and the Early Childhood Programs Policy Council (PC). Acts as a liaison between internal departments to coordinate service delivery. Position requires evening and weekend work. Performs intermediate troubleshooting or analysis; requires interpretation of data using generally prescribed procedures. Frequent interaction to provide basic information; occasionally requiring detailed procedural explanations or technical response. No supervisory responsibilities.

Requirements

Associate’s degree required, preferably with a broad range of courses focused on grammar, writing, and language.
2 – 3 years of proven administrative, project planning, or equivalent work experience required.
Intermediate to Advanced use of Microsoft Office required.
Bilingual Spanish/English (verbal and written) required.
Cultural Sensitivity: Must be sensitive to cultural differences, dialects, and expectations.
Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
Ability to follow verbal and written instructions. Ability to read, interpret, and present information efficiently and effectively in English & Spanish.
Must be able to accurately audit records and ensure compliance with written or verbal guidelines.
Ability to take initiative and work well under pressure.
Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis, frequently under tight deadlines.

Responsibilities

Child & Family Recruitment Services (CFRS):
Recruitment Events: Responsible for scheduling, planning, event set-up, and participating at events that target eligible families sponsored by CFRS and/or community partners.
Coordinate with CFRS Specialists to enter and track all recruitment efforts in established databases.
Responsible for following up with families who attend CFRS events to complete application intake and interviews. Required to complete data entry, determine eligibility, and waitlist families.
Coordinate with Assistant Director to oversee contract timeline and processing for advertising partners. Reconcile and process invoices to ensure prompt payment.
Early Childhood Programs Policy Council (PC):
Coordinate with the Family Services Advocate Team to schedule, plan and carry out annual PC recruitment and election activities for parents with children in school-based and home-based programs. When vacancies occur, work with FSA to identify parents to fill representative positions.
Identify candidates and facilitate the election of Executive Committee Officers. Work with representatives to fill vacancies in officer positions.
Responsible for coordinating preparations for executive and council meetings: Securing childcare staff, contacting representatives, updating rosters, ordering meals, set-up and clean-up meeting rooms and childcare space, tracking representative attendance, and distributing participation gift cards.
Coordinate with CAP Tulsa Accounting department to purchase participation gift cards and process invoices for payment of meals, T-shirts, etc. Submit childcare staff sign-in sheets to Payroll.
Coordinate with the PC Secretary to prepare, edit and translate Executive and Policy Council meeting minutes.
Perform other duties as assigned or requested for Child & Family Recruitment Services and ECP Policy Council.