Program Administrative Coordinator

Position Summary:

Working under the supervision of the Finance and Administration Director, the Program Administrative Coordinator supports the mission and vision of Whatcom Center for Early Learning by providing administrative support, coordinating records maintenance, archives, and supporting program data and reporting. 

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Pay Range: $22-24/hour

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Schedule: Full-time

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Location: Bellingham and Ferndale

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Duties and Responsibilities: 

Program: 

• Establishes strong communication with Early Support program leads as well as supports the integrity and maintenance of a variety of records that are vital to our mission including records requests, visit and evaluation records and program rosters. 

• Sets up, moves, and organizes records in a manner that keeps information secure and HIPAA compliant, while creating a clear process to access vital information for our staff

• Creates and maintains family contact roster and coordinates delivery to school districts at scheduled times

• Creates and updates an exit roster of children who have left our program throughout the year

• Communicates with staff when records are missing information or inaccurate

• Inventories program supplies and equipment and ensures sufficient supplies are available, organized and accessible to Program staff

• Notifies Early Support staff of records requests, and supplies documents/information as needed, coordinating the timely fulfillment of records requests

• Provides administrative support to the Early Support program and staff

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Data Maintenance: 

• Utilizes agency databases and spreadsheets to track and maintain current child and family information

• Updates relevant information across multiple platforms

• Supports program data tracking and coordinates data reporting in multiple formats for different purposes

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General Office Duties: coordinates with the Office Administrator to accomplish the following:

• Interacts with staff, families, vendors, and other community members while maintaining confidentiality and HIPAA standards as required 

• Sends and receives medically related faxes

• Answers phone calls as needed

• Responds accurately to questions from families regarding WCEL programs and services and provides follow up as needed 

• Sorts and distributes interoffice mail

• Provides low-level technical assistance to staff for printers/faxes/scanners, office software, cell phones, and other office hardware

• Contributes ideas, perspectives, and lived experiences to the culture of WCEL, with a goal to enhance its richness and depth

• Assists in preparation and coordination of internal and external events as assigned, which may include work outside of regularly scheduled hours including weekends and evenings  

• Some filing may be required

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Qualifications

Skills and Abilities ​

• Excellent communication skills including written, phone and in-person

• Database and spreadsheet experience and comfortability

• Preferred experience using Adobe Acrobat DC and Microsoft Teams and Office 365

• Comfortable learning and using new software applications and databases

• Experience working with printers, scanners, fax machines and phone lines

• A work ethic that includes being responsive, organized, and flexible to changing priorities

• Ability to manage multiple projects and deadlines, with an attention to detail and accuracy

• Demonstrated ability to cultivate relationships and work effectively and respectfully with individuals of diverse experience and perspectives

• A deep commitment to accessibility, diversity, inclusion and equity, and a strong alignment with organizational values such as a service-oriented and strengths-based approach to teaming, a commitment to lifelong learning, the capacity for self-reflection and the desire and ability to work with and honor people of diverse lived experiences, cultures, perspectives, and backgrounds

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Education and knowledge:​

• 4-5 years of relevant education, experience, or a combination of both, in office administration, data entry, and/or healthcare

• Experience in early childhood programs/education and/or special education, or a personal connection to our mission, is preferred​​

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Other requirements: 

• Vehicle in working condition, driver’s license, and auto liability insurance 

• Consent to background check and fingerprinting 

• Vaccination is required (COVID) 

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Benefits: 

• 401(k) 

• 401(k) matching 

• Dental insurance 

• Employee assistance program 

• Flexible schedule 

• Health insurance 

• Health savings account 

• Paid time off 

• Vision insurance 

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Please send resume and cover letter to careers@wcel.net