Lolie Eccles Family & Administrative Coordinator

YWCA Utah • Salt Lake City, UT

1d • Onsite

About The Position

The Family & Administrative Coordinator provides administrative and operational support to the Children's Services Director. This position serves as a primary point of contact for prospective and enrolled families and is responsible for managing enrollment processes, maintaining child and family records, supporting tuition administration, coordinating communications, and ensuring compliance with licensing, food program, and accreditation requirements. The Family & Administrative Coordinator supports families throughout the entire enrollment lifecycle, from initial inquiry and center tours through enrollment, attendance, and withdrawal. This position plays a key role in maintaining accurate records, ensuring regulatory compliance, and fostering positive relationships with children, families, and community partners.

Requirements

• Commitment to YWCA Utah's mission and values around racial equity, women's empowerment, and social justice
• Associate's degree or equivalent experience in administration, business, communications, or a related field preferred
• 2+ years in administration, office management, customer service, or records management preferred
• Proficient in Microsoft Office, Google Workspace, Canva, and comfortable learning new platforms; experience with Procare, Teams, or My Food Program a plus
• Able to create professional communications, newsletters, flyers, and forms
• Strong written and verbal communication skills with attention to detail
• Organized, self-directed, and able to manage competing priorities and deadlines
• Skilled at handling confidential information and maintaining accurate records
• Warm, professional approach to working with families, staff, and community partners
• Valid Utah driver's license, reliable vehicle, and auto insurance required
• Must be able to pass a Department of Health and Human Services background check, E-Verify, and i9 requirements.

Nice To Haves

• General knowledge of direct victim services, violence against women and sexual violence issues; gender and race equity, from a feminist perspective.
• Understanding of equity, anti-oppression and trauma-informed philosophies.

Responsibilities

• Serve as the first point of contact for prospective families.
• Respond to inquiries regarding enrollment, tuition, programs, and availability.
• Schedule and coordinate center tours for prospective families.
• Maintain waitlists and enrollment tracking systems.
• Prepare, distribute, collect, and process enrollment paperwork.
• Ensure all required enrollment documents are completed prior to a child's start date.
• Coordinate onboarding communications with newly enrolled families.
• Conduct enrollment and withdrawal processing.
• Maintain accurate child and family records in Procare and other required databases.
• Track and collect required licensing documentation, including immunization records, health assessments, emergency contacts, and annual updates.
• Complete and submit Annual Immunization Reports.
• Monitor expiring records and communicate with families regarding required updates.
• Assist with licensing, accreditation, and audit preparation.
• Communicate regularly with families regarding enrollment, tuition, forms, program updates, and center events.
• Draft and distribute family communications, newsletters, announcements, and reminders.
• Create and distribute monthly family newsletters.
• Coordinate and distribute weekly summer camp schedules and field trip information.
• Assist with family events, registration periods, and program transitions.
• Assist the Children's Services Director with tuition processing, billing review, account updates, and tuition changes.
• Support tuition collection processes and maintain accurate account records.
• Generate enrollment, attendance, and administrative reports as requested.
• Maintain confidential family and child records.
• Manage child and family records within Procare.
• Create and update family accounts and classrooms in Procare.
• Upload and maintain participant information in My Food Program.
• Assist families with access to parent communication platforms and electronic forms.
• Maintain accurate attendance, enrollment, and food program records.

Benefits

• We pay for you to earn your Child Development Associate (CDA) Credential
• Discounted, on-site, community early child education (based on availability)
• Vacation, sick, and bereavement time available to all regular employees (amount accrued varies based on hours/week)
• Paid Parental Leave (sixteen weeks for birthing parent, eight weeks for non-birthing parent, adoptive parent, or surrogate-intended parent, and four weeks for foster placement)
• 15 Paid holidays
• YWCA Retirement Fund (401a): Employer contribution of 10.5% of gross annual salary when eligible – employee contributions to this fund are not required
• Professional development with internal and external training opportunities
• Free CuraLinc Employee Assistance Program which provides employee support resources including access to counseling and mental health resources

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree