Administrative Coordinator

Start Early (formerly known as the Ounce) is an energized, future‑focused organization committed to providing quality early learning and care across the country. Our desire to close the opportunity gap and build more equitable early learning experiences for our youngest learners guides everything we do. As a leader in early learning and care, we scale our deep expertise across program, policy, and research through partnerships across the country. Job Type: Full‑time Role Overview The Administrative Coordinator plays a critical cross‑site role in supporting the Directly Operated Programs (DOP), including Educare Chicago, Lake County Early Learning Centers, and Healthy Parents & Babies. This position strengthens coordination, consistency, and efficiency across all sites by managing shared administrative systems, facilitating operational processes, and supporting compliance and reporting requirements. The role is designed to streamline operations across sites—centralizing key processes, tracking systems, and communication that support program leadership and content area teams, while supporting projects across initiatives to ensure alignment with funder requirements from the Office of Head Start (OHS), the Chicago Department of Family & Support Services (DFSS), and the Illinois Department of Children & Family Services (DCFS). Responsibilities Cross‑Site Coordination & Systems Management. Serve as the central coordinator for shared administrative systems across all Directly Operated Program sites, maintaining cross‑site calendars and ensuring consistency in administrative processes, documentation, and communication. DOP Leadership & Meeting Support. Coordinate and support DOP leadership meetings—scheduling, agenda development, and material preparation—and document meetings, tracking action items to ensure alignment with cross‑site priorities. Compliance, Monitoring & Reporting. Support monitoring of Head Start Performance Standards and licensing requirements across all sites, maintaining centralized documentation for federal, state, and local reporting (OHS, DFSS, DCFS) and tracking deadlines for grants, reporting requirements, and licensing renewals. Data & Administrative Systems Support. Maintain and organize key administrative and program data across sites—training records, compliance documentation, enrollment tracking—and support data entry, tracking, and reporting to inform leadership decisions. Onboarding & Content Area Coordination. Coordinate onboarding processes for new staff across DOP sites, aligning schedules, required trainings, and documentation with content area managers to ensure completion of required certifications and compliance requirements. Shared Resources, Vendors & Operational Support. Coordinate procurement, inventory tracking, and distribution of shared resources; serve as liaison for consultant and vendor contracts; support logistics for cross‑site family engagement initiatives and events. General Responsibilities. Perform additional job‑related duties and special projects as assigned, maintaining confidentiality and adhering to all Start Early policies and Standards of Conduct. Requirements Associate’s degree (required) or Bachelor’s degree (preferred) in Business Administration, Public Administration, Early Childhood Education, or a related field. Minimum of 2–3 years of administrative or program coordination experience, preferably in early childhood or federally funded programs; knowledge of Head Start regulations and performance standards is preferred. Experience managing multiple priorities, meeting deadlines, and coordinating across teams; experience supporting multi‑site programs is strongly preferred. Strong organizational, communication, and interpersonal skills, with the ability to respond respectfully and professionally. Ability to exercise discretion and maintain confidentiality with sensitive information; basic proficiency in computer applications and adaptability to new systems and technology. Willingness to work in programs serving high‑risk, low‑income communities. Regular travel between program sites in Chicago and surrounding suburbs required. Flexible schedule between 7:00 a.m. and 6:00 p.m., including occasional evening meetings. Training or professional development in project coordination, data systems, or compliance is strongly preferred. Ability to utilize data for tracking and reporting, implement systems, and contribute to continuous improvement of workflows. Health requirements: TB test, up to 6 months current physical exam, two doses of MMR, TDAP less than 10 years, ability to lift up to 40 pounds, stand, kneel, and run. Deep commitment to advancing diversity and incorporating it into everyday practice. Effective relationship building and trust generation with colleagues and clients. Salary $52,280.00 – $58,000.00 Benefits Comprehensive Health Plans, Commitment to Diversity & Inclusion, Holistic Wellness Program, Professional Development Program, 401k Contribution, Paid Volunteer Days, 6 months paid parental leave, and much more. Equal Opportunity Employer Start Early is an equal opportunity employer. We celebrate diversity and are committed to our core values by creating an inclusive environment for all staff. #J-18808-Ljbffr