Program Coordinator

Child Advocates•Houston, TX

1d•Hybrid

About The Position

The Program Coordinator plays a key role in supporting Child Advocates' mission by coordinating case intake, managing court-appointed case documentation, maintaining accurate data and records, and providing administrative support to the Program Department. This position serves as a liaison between the courts, volunteers, and program staff, ensuring timely case processing, effective communication, and accurate reporting. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment while managing multiple priorities and supporting the delivery of quality advocacy services for children.

Requirements

1-year administrative experience including file management, data entry, spreadsheet generation and maintenance
1 year experience communicating and interfacing with volunteers or service-related field to provide information and assistance.
1+ year experience in word Microsoft office environment, utilizing MS Excel, Word, PowerPoint, plus 1+ year experience of successful technical or creative writing/research experience
Outstanding writing and verbal communication skills
Demonstrated experience working independently in a team environment
Proficient working knowledge of Microsoft office products: Word, Outlook, Excel, working knowledge of database management
Excellent attention to detail, time management, prioritizing and file management skills
Excellent customer service skills for interface with supervisor, team, volunteers and other organization visitors
Solid organizational and planning skills with attention to detail and ability to create a logical plan for challenges
Ability to operate in a goal-oriented team environment, be a team player, take pride in work and in the success of the team
Ability to handle multiple tasks and work independently
Ability to manage workload and strict deadlines with minimal guidance
Demonstrated command of the English language including grammar, punctuation, and spelling
Must have valid Driver’s License, valid auto insurance, and personal auto.
Drive to courthouses and DFPS offices in personal auto

Nice To Haves

Bachelor's degree in social work, non-profit administration or related field preferred

Responsibilities

Effectively manage incoming court orders and case intake process to include but not limited to: Facilitate communications relative to court orders received and follow up on status of appointed cases, as needed Submit request and decline letters on cases in Intake, when needed Ensure accurate opening process for newly appointed Child Advocates (CAI) cases in database (primarily cases that have already been copied) , including the following duties to prepare cases for case assignment: Compile all pertinent information for the case (including contact information for all parties on the case) Gather information needed to open case Obtain the court order, affidavit and children’s placement information. Input case scenarios. Complete grant forms, as needed, and provide to reporting coordinator. Scan, save and ensure organization of intake documents in appropriate case folder location. Participate in weekly case assignment meetings. Manage Child Advocates e-filing and Case Connections accounts as well as access to the Health Passport System; complete Health passport checks for each child at case opening and save in the case file.
Oversee new program team onboarding in regard to: Introduction of case intake process Activating e-filing accounts, case connections (when possible), Star Health requests and passwords documentation.
Facilitate communications with each of the designated court staff in order to develop and maintain relationships and successfully receive all referrals made by the courts.
Compile data/reports on children served and volunteers trained for reporting purposes, as needed.
Quarterly check “Validate-Cases Missing Data” report and address any issues.
Address any concerns that Advocacy Coordinators (ACs) identify regarding database concerns and questions including troubleshooting with Jedi and SharePoint.
Support staff and volunteers during events and Program Team functions
Provide coverage for the front desk a minimum of one day per week and assist with additional coverage when needed.
Coordinate with the Program Director to prepare for the Program Team and Program Committee meetings including set up of the room, attendance, ordering and picking up the food and recording minutes.
Cover for Case & Reporting Coordinator as needed.
Perform additional duties, as needed, to achieve Child Advocates’ mission.