Program Administration Coordinator

ABOUT THE ROLE

Reporting to the Business Office Manager, the Program Administration Coordinator is responsible for assisting with the implementation of operations projects at United South End Settlements. This position will help implement family onboarding systems for Early Childhood Education (ECE) and our after-school and out of school time program club 48; streamline the process for data entry between Salesforce and Procare; and perform data entry associated with food service and work at the front desk. This is a full-time position. 

ABOUT UNITED SOUTH END SETTLEMENTS (USES)

At United South End Settlements (USES), we offer programs that support the whole family in achieving economic mobility. We help parents and caregivers develop their own capacity to reach their goals, increase their income and assets, and connect with new networks of people through One-on-One Coaching combined with opportunities for personal development through Family Mobility programming. For children and youth, we provide quality education and enrichment opportunities that foster personal development and social-emotional skills such as perseverance, communication, teamwork, and problem-solving – Early Childhood Education, club48 out-of-school time programming, and Camp Hale on Squam Lake in New Hampshire. We believe that as families increase their income and assets, become more resilient, and connect to a diverse network, they and their children are more likely to develop the necessary skills to disrupt the cycle of poverty. 

As United South End Settlements celebrates its 131st year and beyond, we are now reaffirming our founding vision of an inclusive community where neighbors from all walks of life work together so that all can thrive while implementing a bold, new model designed to promote economic mobility and social capital to break the generational cycle of poverty.  

RESPONSIBILITIES 

CACFP Administration  

Meal Counts and BON forms 

• Daily meal count entry (monthly) 
• Classroom attendance (daily) 
• Family Eligibility 
• In compliance with food safety trainings, civil rights trainings, and documentation 

Food Program Administration 

• Weekly iCater ordering 
• Bi-weekly Thurston ordering 
• Monthly menu building 
• Allergy, medication and action plan management 

Training & Transition Support 

• Support operations with food program execution 
• Train staff on necessary skills for meal service and kitchen management 

Program Administration 

Administrative Support 

• Distribute written notifications to all ECE and club48 families. Assist with Camp Hale communication as requested. 
• Contact families for required documentation for program enrollment, as requested. 
• Assist with maintaining, organizing, updating, and auditing of participant files, including ensuring the physical and online checklists are updated with any new paperwork. 
• Assist with processing invoices as requested. 
• Responsible for annual update for families in ECE and club48, this includes communication, and follow-ups as needed. 

Billing and Fee Collections 

• Preparing and distributing weekly and monthly billing for ECE and club48 
• Independently collect and record payments accurately in Procare Software 
• Monitor and adjust fee changes for vouchers, contracts, and private pay families 
• Assist with internal audits of Procare 

Additional Duties 

• Routine classroom support. 
• Update the operations manual as needed. 
• Document all activities associated with Food & Nutrition and Procare Administration 
• Help implement backend data entry for the USES website 
• Help streamline systems through forms on the USES website 
• Additional help with operations as needed. 
• Represent USES at community meetings and events. 

QUALIFICATIONS 

• Strong oral and written communication skills, including ability to present in front of groups and translate information to a variety of audiences with differing backgrounds, education, and levels of expertise. 
• Strong Microsoft Excel skills 
• Self-motivated and able to work independently as well as in teams 
• Excellent organizational and time management skills 
• Ability to multi-task and be flexible 
• Commitment to USES’ mission, values, and program model  

PHYSICAL REQUIREMENTS (with or without accommodation)  

• Must be able to climb, stoop, reach, stand, lift, feel, talk, hear, and be capable of repetitive motion. 
• Position requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly. 
• Work requires close visual acuity. 
• Position is not substantially exposed to adverse environmental conditions 

This role is full-time and is paid at the rate of $22/hour. 

The above statement reflects the general details considered necessary to describe the principal function of the job identified and shall not be considered a detailed description of all the work requirements that may be inherent in the job. 

USES is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, marital status, disability or protected veteran status, genetics, or any other status or characteristic protected by federal, state, or local law. USES is compliant with the Americans with Disabilities Act, and we are committed to making special accommodations for your interview or work as a member of our team.