Family Experience Coordinator - Early Learning Center

CRISTA Ministries•Shoreline, WA

12h•Onsite

About The Position

The Family Experience Coordinator serves as the communication, documentation, and organizational hub of the center, ensuring that families feel welcomed, informed, and supported while maintaining accurate and efficient administrative systems. The Family Coordinator helps ensure clarity, consistency, and organization across all family-facing and administrative functions. This role supports: family communication, student records and documentation, billing and financial systems, enrollment processes, and front office operations.

Requirements

Belief that Jesus Christ is Lord and Savior.
Is a committed Christian who is dedicated to continued spiritual growth and development as evidenced through a growing personal walk with God (e.g. daily spiritual rhythms of prayer, fellowship, Bible study, etc.).
Prayerfully seeks God’s will in their own lives and in their ministry at CRISTA.
Engages our ministry including staff and colleagues through prayer, participation in spiritual practices, leading devotionals and other spiritual practices.
Affirms, aligns with and supports CRISTA’s Statement of Faith and Christian Community Representative Statement (CCC).
Conducts themselves in a manner which reflects well on CRISTA Ministries and aligns with its mission, vision, Statement of Faith and Christian Community Representative Commitment (CCC).
Demonstrates the values of a CRISTA leader.
Bachelor’s degree in related field such as Business Administration or state certificate in Early Childhood Education from an accredited college or university recognized by the United States Department of Education or equivalent.
Relevant work experience may be substituted for education on a year-for-year basis.
One year in a similar environment (school or educational setting) and/or administrative or similar work experience.
First Aid and CPR.
Able to present or pass a DCYF background check.
Have or able to obtain within 10 days of hire. Bloodborne pathogen certificate.
Able to successfully complete online Early Learning Training Classes and curriculum and new hire training within 30 days of hire.
Have a negative TB skin test.
Register with the MERIT system.
Proficient in basic Microsoft Office tools.
Able to be discreet and maintain confidential information.
Maintaining Yearly Required Hours: 10 hours of STARS training yearly.
Able to focus in a busy environment.
Flexibility and ability to manage competing and simultaneous demands.
Able to work well with others and to foster a team environment.
Strong oral and written communication skills.
Strong attention to detail.
Able to work in a culturally diverse environment.
Able to sign and adhere to Statement of Confidentiality and Code of Ethics Statement.
Strong interpersonal skills.
Ability to pass background checks relating to DSHS Secretary’s List of Crimes and Negative Actions. ( WAC 388-113 )

Nice To Haves

Bachelor’s degree in business administration.
Two years in early childhood education environment performing administrative work.

Responsibilities

Manage communication with prospective families once they have applied.
Support incoming families through enrollment into our program.
Maintain enrollment forms, assemble student files, intake, and track enrollment progress for families in conjunction with King’s Admissions.
Maintain and update all student and family files by using Brightwheel and FACTS.
Ensure records are accurate, organized, and compliant with DCYF requirements, King’s ELC and CRISTA policies.
Create a welcoming environment in the front office.
Answer and process phone calls and emails and support essential day-to-day office functions as instructed by the director.
Manage tuition billing, invoicing, and payment tracking.
Assist families in understanding billing processes, respond to billing inquiries in a timely and professional manner, and coordinate with accounting when needed.
Manage purchasing card and assist with general bookkeeping and expense tracking.
Answer and process calls and emails for monthly maintenance duties for essential school functioning.
Assist the director on a biweekly basis with approval of PTO and timecards for hourly staff.
Review, verify and correct any missed punches on hourly staff timecards in coordination with the director through the Paycom timekeeping system.
Submit work orders, key and badge request forms, and event forms to security.
Maintain all paperwork and files.
Assist with processing new recruitments.
Assist with communicating with families via the Brightwheel, and FACTS as well as email.
Manage monthly weekly newsletters, and other parent communications as specified by the director.
Manage communication with volunteers at the Early Learning Center and partner with parents.
Communicate programmatic changes to staff in coordination with the director.
Maintain preschool licensing requirements in conjunction with the director.
Review student files and keep database up to date to ensure documentation is complete and accurate.
Complete and submit legal contracts to the Legal Department, making sure to maintain the files.
Oversee licensing requirements in conjunction with the director.
Schedule, run and document fire drills and support safety inspections to ensure compliance with licensing requirements.
Track and maintain documentation for volunteers.
Create excel spreadsheets, word documents, and run reports to track student information.
Maintain documents such as: Parent Handbook, Enrollment list, Allergy list, Emergency Binders and more.
Manage communication and coordinate with other departments within King's Schools and CRISTA ministries, working toward CRISTA’s mission and goals.
Work collaboratively with supervisor, coworkers and families to support a positive and professional center environment.
Create a welcoming environment in the front office.
Step into classrooms to provide substitute coverage when necessary to maintain ratios and support center operations.
Perform other duties as assigned to support the overall success and operation of the center.
Conduct that reflects well on CRISTA Ministries and aligns with its mission, vision, Statement of Faith and Christian Community Representative Commitment (CCC).