TREEHOUSE

Giving foster kids a childhood and a future.

 (Posted 2/26/10)

Position Title:               Educational Success Administrative Coordinator

Department:                    Educational Success

Reports to:                      Educational Success Program Manager

 

Position Objectives

  • Facilitate the smooth functioning of the Ed Success program by providing administrative and coordination support for the logistics of its service delivery
  • Coordinate, train, and place volunteers within the Ed Success Program
  • Manage the daily operations of the database by accurately tracking and reporting all efforts and outcomes of the work for program evaluation purposes
  • Coordinate communication efforts for Ed Success program and serve as a liaison for families

Areas of Accountability

Data Management and Evaluation:

  • Provide program and technical support to Ed Success program staff in utilizing ETO and other database systems
  • Provide,  in coordination with Database Program Manager,  on-going training and support for ETO utilization
  • Coordinate completion of external contract data requirements
  • Accurately monitor and report all efforts and outcomes weekly, monthly, bi-annually and annually
  • Successfully implement program evaluation plan, which includes administration of student assessment tools, scoring, tracking results in database and ensure staff have proper tools

Volunteer Coordination:

  • Collaborate with Treehouse volunteer coordinator to procure, train and provide on-going support for volunteers
  • Work collaboratively with the Treehouse volunteer coordinator to use the Raisers’ Edge database, establish training dates, and track volunteer hours
  • With Program Manager develop volunteer training using established best practices in education
  • Communicate effectively with Ed Success staff in order to assess need of volunteers
  • Develop a schedule for volunteer appreciation and a system for volunteer feedback with program manger

Program Coordination and Administration:

  • Coordinate referral process to ensure clear communication and accessibility for client services 
  • Maintain program logistical calendar
  • Communicate with Ed Success staff on a regular basis in order to implement and promote program guidelines
  • Collaborate with Enrichment program staff in order to facilitate van usage and maintenance
  • Coordinate distribution and maintain accurate records of all technological equipment
  • Record meeting notes and submit minutes on program meetings
  • Research and provide information on best practices in education to program staff
  • Coordinate receipt of required paperwork and forms from caregivers in order to help create effective program service delivery
  • Assist with planning and logistics of school break and summer programming

 Internal and External Communication:

  • Communicate effectively with program participants and community partners on behalf of youth receiving services
  • Represent the professionalism of Treehouse through effective written and oral communication  with internal staff, community partners and other Treehouse constituencies
  • Develop written materials including brochures, postings, etc.
  • Answer agency telephones, respond to inquiries and direct calls to appropriate individuals when necessary

General Program Procedures:

  • Participate in supervision with Ed Success Program Manager, Ed Success staff meetings, Treehouse retreats, and program consultation in accordance with program procedures
  • Communicate with other program and office staff for effective service delivery and efficient program operation
  • Other duties as assigned by Ed Success Program Manager, Programs Director or Executive Director
  • Assist in the hiring of education program staff

2009-2010 Deliverables

  • On a monthly basis, ensure correct entry of data into agency demographic forms and Raiser’s Edge
  • With Program Manager, produce monthly manager report
  • Produce monthly data reports to contracting organizations
  • Develop ETO reports as required
  • Provide ETO training and follow-up support for all education program staff, interns and volunteers
  • Coordinate monthly education program staff meetings
  • Train volunteers on monthly basis
  • With program manager, coordinate all trainings and necessary materials
  • Ensure all programmatic materials are up to date and available as needed
  • Mail monthly informational postcards to caregivers
  • Attend city training for summer meal program including distributing and tracking all meals
  • Initiate all phone calls to program participants prior to service implementation

Qualifications

  • Associate’s degree or Bachelor’s degree.  Work experience may be substituted for education degree.
  • 3 years program or office administration experience
  • 2-3 years demonstrated experience and success in volunteer management
  • Excellent customer service skills
  • Need to be comfortable initiating communication with caregivers and community partners
  • Possess excellent oral and written communication skills, excellent organizational abilities, and the ability to prioritize tasks.
  • Demonstrated aptitude with Word, Excel, and database management programs.
  • Strong organizational skills and ability to multi-task.