Operations Coordinator, Prevention Services

Job Description

Job Description

Beech Acres Parenting Center has been serving the community for 176 years. We uncover the natural gifts of children by unleashing the power of parents and caregivers. As a contemporary parenting center, Beech Acres serves over 35,000 people annually through a wide range of services including foster care, kinship care, adoption, behavioral health support in schools, parent coaching and much more. All of our programs are founded in our Natural Strength Parenting™ framework which enables parents to unlock their own potential by building on their unique strengths. For more information, visit

Why you will love working for Beech Acres:

We're a spirited team that believes in having fun and making an impact in our community and beyond. We’ve built a culture that values our team members’ strengths where we embrace our differences and live the value of Inclusion to all. Through our Culture of Well-Being, emphasis on psychological safety and belonging for all; our team members and the families we serve feel safe bringing their authentic self to Beech Acres.

We take pride in offering you a competitive benefits package, inclusive of base pay, incentives, and other benefits. Our Perks at Work include but not limited to:

• Generous compensation within the non-profit sector along with bonus opportunities for all team members.
• Benefits effective 1st day of hire which includes health care, dental and vision.
• Best in market paid time off benefits. Eligible to receive up to 42 days your first year.
• Life insurances and disability packages
• 401K match
• Tuition + Licensure reimbursement
• Cell phone + Mileage reimbursement
• Awards and recognition programs
• Professional Development
• Clinical and Training supervision and in-house training to achieve CEU’s
• Workplace Flexibility
• Employee Resource Groups
• And much more

Essential Duties and Responsibilities:

Coordinates the administrative and resource-related activities to support Thriving Families programming. Supports Program Manager to ensure activities and initiatives maintain all relevant quality, regulatory, and legal standards.

• Serves as the centralized liaison and administrative resource to support initiatives and activities for all Thriving Families prevention services programming.
• Coordinates and monitors umbrella of services and maintains quality service delivery via documentation management and auditing guidelines.
• Facilitates appropriate triage of referrals and inquiries through the Thriving Families general inbox.
• Tracks client activities and inputs information into appropriate data warehouse for billing purposes. Reviews billing discrepancies and makes adjustments as needed.
• Ensures accountability for staff to meet program requirements and provide communications as follow-ups via email, etc. to maintain efficiency and funder obligations.
• Partners with Team Leads and Program Manager in reviewing and making recommendations for program areas, processes/procedures, compliance, evaluations/outcome tools and day-to-day forms and activities and be a lead and making agreed-upon improvements.
• Provides administrative support to program areas, including but not limited to program supply needs, class scheduling, documentation monitoring, etc.
• Completes accurate and timely data entry into various systems.
• Regularly audits program’s data systems to ensure accurate data collection, follows up with appropriate staff for corrections as needed.
• Facilitates and leads team huddles and provides appropriate and timely updates on programmatic updates.
• Assists programs in organizing various program events.
• Collaborate with agency partners and funders.
• Support Team Leads and Program Managers in day-to-day program needs.
• Provide administrative support (calendaring, scheduling, invoicing, etc.) for the Program Manager.

This role is an administrative, flexible hybrid (in-person, online) role and may require infrequent travel throughout the community to BAPC campuses.

Education and/or Work Experience Requirements:

• High School Diploma or equivalent required. Bachelor’s degree preferred.
• 1-3 years of experience in an administrative based role, preferably within a non-profit setting.
• Outstanding organizational capabilities with the ability to manage time and balance multiple priorities.
• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers. Customer service focus with strong ability to consistently provide outstanding support.
• Excellent computer proficiency (MS Office – Word, Excel and Outlook)
• Ability to work collaboratively to support the team’s achievement of shared goals and outcomes.
• Project Management skills a plus