Family Empowerment Program Coordinator

Job Description

Job Description

JOB SUMMARY:

The Program Operations Coordinator provides operational, administrative, and coordination support to the Family Empowerment Division in alignment with the agency’s core values: collaborate as partners, compassion in action, supportive by nature, act with integrity, innovate with purpose, community-centered, and pursue exceptional quality.

This role ensures smooth workflows, accurate documentation, and consistent communication across the division. The coordinator supports the Division Director, the Admissions & Enrollment Specialist, and the Community Engagement & Partnership Specialist by managing scheduling, data coordination, reporting preparation, communication, and logistical support. The position plays a key role in creating a welcoming, community‑centered environment for staff, families, and partners.

DUTIES AND RESPONSIBILITIES

Administrative & Operational Support:

• Manage scheduling, calendars, meeting logistics, and communication for the Division Director and division-wide activities, collaborating as partners to keep operations running smoothly.
• Prepare correspondence, meeting minutes, and internal communications that reflect integrity, clarity, and exceptional quality.
• Maintain organized digital and physical filing systems for fiscal, personnel, and program documentation, ensuring accuracy and reliability.
• Track procurement requests, purchase orders, and expenditures with attention to detail and accountability.
• Screen incoming calls and route inquiries appropriately, demonstrating compassion in action and a supportive-by-nature approach.
• Assist clients as assigned by the Division Director, ensuring interactions are respectful, community-centered, and dignified.

Data & Reporting Coordination:

• Enter and verify data in agency systems (e.g., CAPTAIN, ChildPlus access as appropriate), ensuring data integrity and exceptional quality.
• Pull data reports for the Director and Specialists to support ERSEA, recruitment, and community engagement activities, innovating with purpose to streamline processes.
• Assist with preparation of reports for grants, monitoring, and internal reviews (not responsible for writing or compliance oversight).
• Maintain division-wide logs, tracking sheets, and documentation systems with consistency and accuracy.

Training & Event Support:

• Coordinate logistics for staff trainings, community events, and family engagement activities, ensuring they are welcoming, inclusive, and community-centered.
• Prepare materials, sign‑in sheets, agendas, and follow‑up documentation with exceptional quality and attention to detail.
• Support the Specialists with outreach event preparation and resource distribution, modeling a supportive-by-nature approach.

Division Coordination:

• Serve as the central point of coordination for communication between Family Advocates, Specialists, and the Director, collaborating as partners to maintain alignment.
• Support the implementation of new processes, forms, and systems, innovating with purpose to improve efficiency and clarity.
• Assist with updating resource directories, internal guides, and division procedures, ensuring they remain accurate, community-centered, and accessible.
• Attend meetings and trainings as assigned, representing the division with integrity and professionalism.

Other Duties:

• Travel to off-site locations as needed. Perform other duties as assigned to support the mission of the Family Empowerment Division, demonstrating compassion in action and a commitment to exceptional quality.

WORKING CONDITIONS:

The environment is varied to include the Head Start Support office, Head Start Centers, and various Community Resources. Must be mobile and agile to perform required tasks such as lifting up to forty-five (45) pounds, reaching above the head and below the knee, or positioning body as to be on child’s level and floor level. Must be able to bend, stoop, kneel, crouch, and able to run or walk hurriedly for a child’s safety.

QUALIFICATIONS REQUIRED:

• High school diploma required; associate degree preferred.
• Minimum four years of administrative or program coordination experience.
• Strong computer literacy, including word processing, spreadsheets, databases, and digital communication tools.
• Excellent written and verbal communication skills that reflect clarity, integrity, and professionalism.
• Strong organizational skills and attention to detail, with a commitment to pursuing exceptional quality.
• Ability to work with individuals from diverse cultures, backgrounds, and economic levels with compassion, respect, and without bias.
• Ability to maintain strict confidentiality and act with integrity in all matters.
• Valid Oklahoma Driver’s License and reliable transportation.