This dual-role position at Pierce College Puyallup combines responsibilities as Program Coordinator and Head Start/Early Head Start ERSEA (Eligibility, Recruitment, Selection, and Enrollment) Specialist. Key duties include recruiting and onboarding families, managing enrollment records, maintaining files, preparing billing reports, and ensuring compliance with state and federal regulations. The role also involves collaborating with the Family Advocate to implement ERSEA standards, monitoring the program budget, handling phone inquiries, coordinating schedules, and providing administrative support to the Director of Child Development Centers.
This position reports to the District Director of Child Development and requires regular and consistent attendance.
The Program Coordinator will be responsible for the following but not limited to:
Program & Clerical Support
Support daily operations by maintaining accurate records, tracking parent/child files, billing hours, and waiting lists, and ensuring documents are organized and filed.
Enter enrollment data and update student information in the childcare database.
Maintain attendance records for billing and reporting and assist with OSPI (Office of Superintendent of Public Instruction) program documentation.
Create and manage spreadsheets, analyze data, generate reports, and draft correspondence or printed materials.
Conduct research and schedule appointments and meetings for the Director.
Provides Independent Family Support
Collaborate with the Family Advocate to recruit, select, and enroll eligible children, ensuring compliance with federal guidelines and complete program enrollment.
Administer Head Start standards to maintain program eligibility and regulatory compliance.
Participate in workshops, meetings, and community events to exchange information and support outreach efforts.
Assist with health screenings, immunization verifications, and referrals to promote treatment and meet program requirements.
Engage with low-income communities, leaders, and organizations to recruit families, build partnerships, and develop resources.
Customer Service
Greet visitors; answer inquiries about enrollment, childcare policies, fees, and billing.
Assist parents with enrollment paperwork and explain procedures.
Use independent judgment to release student information in compliance with college policy and FERPA (Family Rights and Privacy Act).
Budget and Resource Monitoring
Monitor department expenditures, reconcile disbursement logs, and manage Accounts Receivable, including tuition payments and fund records.
Track and verify purchase requisitions, order supplies, and maintain inventory in coordination with staff.
Perform complex word processing tasks and assist in preparing reports and funding proposals.
Participate in Center/Community Activities
Coordinate arrangements for program activities such as meetings and special events.
Other duties as assigned.
Education Required
High school Diploma or GED.
Special Requirements
The successful candidate must consent to and pass a criminal background check, including a background check through the Department of Children, Youth, and Families/Managed Education and Registry Information Tool (DCYF/MERIT)
after a conditional offer of employment.
Written proof of measles, mumps, and rubella (MMR) vaccine prior to starting work.
Written proof of Tuberculin (TB) testing prior to starting work.
Valid Food Handlers Permit upon employment.
Valid First Aid and CPR Card upon employment.
Completion of HIV/AIDS training upon employment.
Valid Washington State Driver’s license and reliable transportation.
Required Knowledge, Skills, and Abilities
Computer skills
Advanced MS Excel skills for creating complex spreadsheets, using formulas, linking worksheets, and importing data.
Proficient in MS Word for document creation, formatting, editing, and mail merge.
Skilled in Outlook for email composition, calendar management, and scheduling meetings.
Customer Service
Ability to anticipate, assess, and respond effectively to the needs of diverse customers, making excellent customer service a high priority to attract, support, and maintain our customer base.
Communication
Strong written and oral communication skills with the ability to clearly and effectively communicate with individuals and groups within and outside the College.
Teamwork
As an active member of a team, have the ability and desire to work cooperatively with others, participate in and foster teamwork, and influence others within a team.
Interpersonal Skills
The ability to notice, interpret, and anticipate others’ concerns and feelings and to communicate this awareness empathetically to others.
Job Management
Take responsibility for performance by setting clear goals and balancing critical job requirements through the proper use of task management, results orientation, stress management, and problem-solving skills.
Stress Management
Remain calm under stress. Can effectively handle several problems or tasks at once. Controls his/her response when criticized, attacked or provoked.
Maintain a sense of humor under difficult circumstances.
Manage own behavior to prevent or reduce feelings of stress.
Problem-solving
Ability to break a complex task or problem into its parts and consider each part in detail.
Multi-Tasking
Prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.
Equity, Diversity, Inclusion Responsiveness
Value organizational diversity; treat others respectfully; promote cooperation; effectively manage relationships.
Recognize, understand, and appreciate cultures involving diverse people; integrate Equity, Diversity, and Inclusion concepts into day-to-day operations.
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