Program Support Coordinator

IN ORDER TO BE CONSIDERED FOR THIS POSITION AN APPLICATION MUST BE SUBMITTED.

JOB SUMMARY: Provides comprehensive office and programmatic support in employee training, special projects, front desk, and data entry. Assists the Executive Assistant in coordinating and maintaining the Child and Adult Care Food Program (CACFP). This position ensures compliance with federal and state regulations, including the Head Start Performance Standards (45 CFR), the State of Alaska Child Care Licensing (7 AAC), the State of Alaska Head Start Personnel Standards, and the Municipality of Anchorage Child Care Licensing (AMC Title 16).

ESSENTIAL JOB FUNCTIONS:

1. Front Desk and Customer Service

• Greets and assists families and visitors to the program in a friendly, professional, and courteous manner.
• Answer the phone and direct calls to the appropriate staff member or department. Take messages as required. Determines which can be handled by staff members and which need management. Responds to non-technical questions regarding the program.
• Assists customers by providing accurate information that meets the customers’ needs the first time.
• Maintains confidentiality of child and family information per 45 CFR 1303.21.

2. Administrative Duties

• Completes a variety of computer-based tasks related to documentation in the appropriate format. Examples include but are not limited to typing correspondence, memos, and reports; meeting minutes and agendas; personnel paperwork; requests for proposals; contracts; and creating charts, graphs, and tables.
• Obtains and documents all necessary information required to provide services needed.
• Orders and maintains office supplies and equipment, maintenance services, and any other items necessary for the operation of the department.

• Supports meetings and events as directed. Duties include but are not limited to securing the location, arranging equipment and necessary supplies, notifying participants, creating an agenda, and completing an event or meeting evaluation.
• Acts as a resource and trains others.

3. Child and Adult Care Food Program (CACFP).

• Establishes and maintains an authorized system of administrative files; develops and monitors a system to track the status of various actions and correspondence.

• Creates and maintains electronic database records as required.
• Maintains a file of CACFP daily tracking.
• Assists in conducting at least 3 onsite monitoring reviews for each site CINHS has, 2 unannounced and 1 announced.
• Assists in required annual CACFP and Civil Rights training for staff, and new hire orientation CACFP and Civil Rights Training

4. Program Support

• Main contact for teaching staff for assistance in the classrooms.
• Maintains electronic telephone and e-mail directories for the department.
• Perform duties that assist the teaching staff.
• Duties include but are not limited to taking daily child attendance, daily lunch counts, assisting with program supplies, and/or aiding with curriculum development and organization.

5. Other duties as assigned.

• Relays daily family communications to appropriate departments/staff and logs all family communication into Child Plus.
• Cross-trains with other administrative support positions.
• Research information needed to complete projects.
• Make suggestions for strategies that would improve the administrative processes within the department assigned.
• Participate in staff meetings, training, and problem-solving.
• Other duties as assigned.

NECESSARY SKILLS AND KNOWLEDGE:

• Must be familiar with Alaska Native/American Indian heritage and culture and must be able to serve and effectively communicate with the children and families enrolled in the CINHS program.
• Strong customer service and interpersonal skills; ability to work courteously and professionally with others.
• Ability to maintain confidentiality of employees and enrollee information.
• Team-oriented with flexibility in work schedule and tasks.
• Proficient in using computers and office equipment; skilled in word processing, spreadsheets, and databases.
• Ability to manage multiple tasks, meet deadlines, and work independently.
• Strong written and verbal communication skills.
• Ability to research, organize, and report relevant information.
• Knowledge of administrative procedures and ability to prepare records and mandated reports.

QUALIFICATIONS:

• High school diploma or GED.
• Two (2) to four (4) years of prior experience performing program assistant or administrative support duties.
• Current First Aid and CPR certification.
• Successful completion of TB and hepatitis screenings and required vaccinations.
• Must be able to pass a criminal background check as required by state and federal law.
• Ability to obtain Notary Public certification within six months of hire (if required).

WORK ENVIRONMENT:

This position requires the ability to work in both indoor and outdoor environments, with exposure to varying weather conditions, including hot and cold temperatures. While travel is minimal, employees may occasionally be required to travel for work-related purposes. The role involves potential exposure to infectious diseases and requires adherence to all safety and health protocols. Employees may encounter emotionally charged situations and must be prepared to interact with frustrated or upset co-workers, parents, and children in a sometimes hostile or high-stress environment. Physical demands include frequent bending, stooping, standing for extended periods, and repetitive reaching motions using tools such as typewriters, pens, and pencils. The position also requires lifting and carrying items weighing up to 50 pounds.

compensation: $21.78/hr.
employment type: full-time
job title: Program Support Coordinator
non-profit organization