Program Coordinator, Community Systems

Job Description

SUMMARY:

Illinois Action for Children (IAFC) has developed a high-quality teaching and learning system in partnership with the Illinois State Board of Education. The goal is to enhance the capacity of early care and education professionals and their cross-sector partners to build strong regional and community systems that ensure more children prenatal to kindergarten, especially those from priority populations, have access to affordable early care education and care programs and services.

Under the direction of the Director, Community Systems Statewide Supports, the Program Coordinator oversees key functions of the project including database management, data entry, communications, administrative support, and event planning. The Program Coordinator maintains, organizes, and updates the agency’s internal database. The Program Coordinator supports community members accessing online learning courses (referred to as On-Demand Learning) and WeConnect online community. In addition, the Program Coordinator develops protocols for encouraging greater participation in supports provided by IAFC. The Program Coordinator also provides support to the Community Systems Statewide Supports team. All work to be completed with minimum supervision and in accordance with organizational standards.

IAFC is searching for an experienced, reliable, and task-oriented individual to ensure administrative systems are in place and well-maintained to support time-sensitive constituent communications, event logistics, and contract management. This person will be highly self-motivated, curious, professional, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment. Candidates should possess a positive attitude and strive to see the best in children and families, especially those from priority populations.

This position will be expected to promote and adhere to the workplace core capabilities of accountability, customer focus, continuous quality improvement, communication, competent people, and clear priorities. All work is to be completed with minimum supervision and in accordance with organizational standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provide administrative support to the Community Systems Statewide Supports team, which includes scheduling meetings, securing space for trainings, drafting agendas, writing minutes for meetings, and assisting with logistics for virtual and in-person events

Manage daily communication (written and verbal) with local and regional stakeholders to encourage increased participation in supports provided by IAFC

Participate in team meetings, internal agency meetings, and external meetings as needed.

Organize and manage membership databases, listservs, and external communications using Salesforce (IAFC’s customer relation management system)

Coordinate constituent communications, including taking calls, creating and responding to emails, and supporting access to online constituent communities (WeConnect) and online modules

Track documentation and accounting paper flow requirements related to billing, contracts, check requests, and invoicing

Manage and utilize software systems such as Salesforce, WordPress, Zoom, and Smartsheet (or similar software solutions) to facilitate constituent communications, manage projects, and create reports

Maintains inventory of team supplies, materials, and equipment. Organize electronic and paper files as needed.

Other Functions: The organization may assign other functions to the job at its discretion.

EDUCATION and/or EXPERIENCE:

Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience

Advanced Microsoft Office skills, with an ability to become proficient with firm-specific programs and software, including Salesforce, Higher Logic and Smartsheet

Strong organizational, project coordination, and problem-solving skills with impeccable multi-tasking abilities

Exceptional interpersonal skills

Friendly and professional demeanor

ADDITIONAL QUALIFICATIONS:

Ability to work effectively in high stress, fast-paced environment subject to influence from external forces. Ability to strategize and implement necessary steps to realize stated goals. Open to change and new information. Open to complexity and able to identify inter-connections.

Effectively deal with ambiguity and uncertainty. Experience working with diverse communities and stakeholders. Able to build strong relationships and build and foster trusting relationships. Strong active listening and interpersonal skills. Possess the ability to adapt to changes as part of a growing organization.

OTHER SKILLS AND ABILITIES:

Must have Office Suite skills (advanced level)

Excellent writing, telephone, and communication skills

Ability to handle multiple tasks in a fast-paced environment

Strong database skills and experience

Willingness to work and communicate within a team environment

Ability to travel locally and statewide

Full-time