Job Description

 

JOB DESCRIPTION

POSITION: ELSD Program Administrator

Salary Range: $53,000-$63,000

FLSA Status: Non-Exempt

REPORTS TO: ELSD Director

AGENCY SUMMARY:

BrightSpark Early Learning Services has been at the forefront of the early learning landscape for over 30 years ensuring that all children have equitable access to safe, engaging, and positive early learning experiences that promote school readiness and lifetime success. With a staff of over 140 and a budget of $30 million (99% publicly funded), BrightSpark Early Learning Services provides a broad array of services for families and childcare providers so that they in turn can support the development and well-being of our children.

OPPORTUNITY:

The ELSD Program Assistant is responsible for providing support, organization, and coordination for direct service programs within the Early Learning Services Department. This position will have a specific focus on supporting provider and caregiver partnerships, specifically the Early Head Start-Child Care Partnership (EHS-CCP) Program, Seattle Preschool Program and Family Friend and Neighbor Caregiver partnerships. This position will work collaboratively with a multitude of stakeholders, including the various program teams within the ELSD department, Business Services, Child Care Providers, and enrolled families, to ensure that overall program and project needs are met.

Flexibility and an ability to adapt to change quickly will be essential for the individual fulfilling this role. Scope of Work is based on the current needs of the position, team, and agency. Adjustments will be made as change is needed, as well as contract deliverables and goals change.

RESPONSIBILITIES:

• Business administration support, including report and monitoring support, in-kind/match tracking, managing memberships, and invoice preparation and submission support in coordination with Business Services team.
• Navigate, update, and organize data systems, including Child Plus, for the purposes of tracking, reporting, maintenance, and monitoring.
• Bulk supplies ordering, including tracking of inventory, storage unit and delivery coordination.
• Program manual management, including revisions and translations.
• EHS Governance and Policy Council support, including board packets.
• Coordination and administration of resource sharing/referral lists
• Support administrative logistics of required trainings including calendarization, scheduling, and registration, tracking attendance, sending email confirmations, managing payments and refunds, and travel logistics as needed.
• Provide administrative support as needed, including formatting, or drafting documents, scheduling events, organization support, developing or organizing materials,
• Take the lead and/or support management with special projects as needed (examples include managing and organizing hotel reservations for conferences, pulling data reports/updating spreadsheets/forms, administrative support for related to ESLD program services.
• Participate in relevant workgroups and meetings.
• Assist with mailings and other communication to provider/caregiver partners, families, and the broader community.
• Communicate with clients and staff members of various cultural and language backgrounds and utilize interpretation services when necessary.
• Outreach & recruitment support as required.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Minimum Qualifications

• Associate degree or equivalent education/experience
• Five (5) years of recent administrative work supporting complex programs.
• Experience working with or in early learning systems.
• Nimble in ability to move between projects, roles, and functions.
• Commitment to anti-racism and racial equity work
• Experience with data entry and data management systems
• Strong attention to detail and accuracy
• Excellent external and internal customer services skills
• Experience building strong relationships with diverse stakeholders and partners.
• Effective verbal, listening and written communication skills.
• Effective interpersonal skills including ability to constructively manage conflict and ability to respond clearly and effectively to inquiries from stakeholders and the public.
• Ability to work effectively as part of a team or independently, as tasks require.
• Ability to assess when to exercise discretion and when to reach out with questions.
• Ability to work under deadlines, work on several tasks simultaneously, and organize and prioritize work quickly in response to changing needs.
• Strong problem-solving skills and flexibility
• Effective organizational and time management strategies
• Confident working with a variety of software, such as the full MS Office suite, Adobe Acrobat, OneDrive, Sharepoint, MS Teams, and Dropbox.

Desired Qualifications

• Native language speaking abilities in Spanish, and/or Somali Languages
• Knowledge of Head Start, Early Head Start, ECEAP or the Washington state childcare system.
• Experience with Child Plus and/or Early Learning Management System,
• Familiarity with Early Achievers and Family Child Care

COMPETENCIES:

• Core Competencies -
  • Mission-driven: Demonstrates commitment to the mission and values of the mission.
  • Equity mindset: Demonstrates the values of anti-racist; fosters an inclusive environment that facilitates diversity.
  • Communication: Uses skillful written and oral communication with internal staff, teams, and community served; demonstrates empathy and listening.
  • Adaptability: Adapts and responds to change; proactively seeks opportunities to be supportive of change that serves our mission
  • Ownership and quality of work: Manages own work, and work of teams when relevant, ensuring delivery of successful outcomes.

COMPENSATION:

• Salary Range: $53,000-$63,000
• FLSA Status: non-exempt
• This is a full time salaried position requiring work during BrightSpark Early Learning Services Business hours, Monday through Friday from 8:30 am-5pm and requiring a willingness to work some evenings and weekends.

HOW TO APPLY:

BENEFITS:

BrightSpark Early Learning Services’ benefit package includes employer-paid top tier medical, dental and vision insurance plans for employees, 21 days of PTO per year in addition to 11 paid holidays, 3 paid floating holidays, birthday holiday, and one week-long office closure at year-end, Refresh Fridays in July (BrightSpark Early Learning Services Closure Days), flexible work environment, employer-paid life insurance, short-term disability/illness leave accrual, and 401k with 3% employer match.

WORK LOCATION:

• This position is a Hybrid
• Employees BrightSpark Early Learning Services employees in all types of work positions (hybrid, field, etc.) must attend trainings, meetings, events, or other work commitments at various BrightSpark Early Learning Services office locations or off-site locations in Washington State including New Employee Orientation in Kent, Washington.

EQUAL EQUITY EMPLOYER:

BrightSpark Early Learning Services is an equal opportunity employer, and we value diversity among our staff. We strongly encourage people of color, immigrants and refugees, people from the LGBTQ community, people with disabilities, and people from other historically marginalized groups to apply.

ADDITIONAL INFORMATION & QUESTIONS

• To learn more about BrightSpark Early Learning Services, please visit BrightSpark.org
• BrightSpark Early Learning Services is a grant funded nonprofit organization. This and all positions are contingent on grant funding being in place and can end based on the expiration of funding.

 

Experience

Required

• 5 year(s): Administrative Work

Education

Required

• Associates or better

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