Durham PreK Administrative Coordinator

Job Summary

The ideal candidate for this position will possess highly developed interpersonal and influencing skills, outstanding organizational skills, strong and demonstrated judgment and tact, the ability to juggle multiple projects and details while driving toward deadlines, and the ability to thrive in a fast paced, intense and dynamic environment. This position supports child care quality improvement initiatives, and will work closely on the expansion of access to preschool services in Durham in addition to resource and referral activities.

Duties and Responsibilities

• Treat information on agency clients, employees and advisory committee members in a confidential manner
• Facilitate internal and external communications between staff, committees, advisory councils, funders, community partner agencies and public and private partners
• Track priorities in the work plan for the leadership team to ensure time and attention is focused most effectively
• Manage daily correspondence including writing, transcribing, editing, and proofing e-mails and letters
• Assist with special projects including research and preparation for speaking engagements
• Coordinate meeting logistics for all of the Durham PreK leadership team
• Serve as support for the Durham PreK Governance Committee
• Write and distribute meeting minutes; communicate decisions and action items to appropriate staff
• Help organize, plan and manage internal and external events, including webinars and training events
• Enroll participants in internal and external events, webinars and trainings
• Provide support for the Durham Apprenticeship program and other Durham PreK workforce development initiatives
• Assist with coordination of logistics for the Durham PreK workshop section in the annual ASK Conference as well as for other major special events
• Assist with content management and maintenance for websites and other social media platforms
• Fill orders for external and internal requests for information, material and other resources
• Maintain files, due dates, logs and other tracking systems for reports, audits and other items due to or from contracted entities
• Provide support as needed for community and parent outreach activities in collaboration and alignment with the plans set by the DPK outreach committee
• Provide support as needed to maintain and update the Durham PreK website in collaboration with CCSA’s preschool program team and preschool partners in alignment with the Durham PreK scope of work (consumer education, program updates, research in early childhood topics, provider resources, etc.)
• Provide support as needed to assist with social media activities to promote and educate constituents about Durham PreK’s services and activities.
• Provide support as needed with media projects with contracted services (website developers, graphic designers, etc.)
• Invoice and track payments for fees, program monitoring and technical assistance visits, competency assessments and consultation services
• Perform duties as described in the program manual
• Maintain and update the Durham PreK contact lists
• Send out programmatic materials as appropriate
• Provide direct administrative support to the Durham PreK leadership team
• Arrange travel for key personnel and/or advisory committee members as requested
• Perform other administrative duties as needed

Special Skills

• Demonstrated ability to work independently in a fast paced environment, simultaneously lead multiple projects and effectively prioritize time and tasks
• Team player with the proven ability to build strong relationships at all levels of an organization, as well as external constituents
• High level of maturity and empathy
• Exceptional oral and written communications skills with internal and external clients
• Fluency in Spanish (both verbal and written communication) desired
• Superior organizational skills and attention to detail; flexible, collaborative approach to the work
• Strong command of Microsoft Office programs, specifically Word, Excel, and PowerPoint
• Comfort with ambiguity
• Ability to operate typical office machines

Education and Experience Requirements

• Bachelor’s Degree in a related field with 3 years of work experience

Special Working Requirements

• An automobile at his/her disposal; a valid, non-suspended NC driver’s license and a current automobile liability policy with continuous coverage. Reasonable accommodations may be made at agency’s discretion.
• Must be able to manipulate and operate office supplies and equipment. Occasionally required to lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential responsibilities.
• No substantiation or criminal conviction of child abuse or neglect
• Some positions may require need for flexible schedules, including potential evening and weekend work
• Must adhere to established health and safety protocols when onsite at CCSA’s physical office locations
• If working remotely or approved for a hybrid work arrangement, must have dependable internet access and a home environment conducive for remote work.
• Some positions may require regional/statewide/national daytime and/or overnight travel

CCSA Benefits

CCSA has a generous benefits package. Permanent employees that work at least 20 hours per week are eligible for benefits. Some of the benefits we offer include:

• Section 125 Cafeteria Plan
• Health, dental, vision and life insurance
• Medical and Dependent Care Flexible Spending Accounts (FSA)
• Employer contribution to 401k Retirement Plan
• Paid annual and sick leave
• 15 paid days of holiday leave
• Paid child Involvement Leave
• Paid discretionary leave
• Employee Assistance Program
• Child Care Tuition payments
• And more…

CCSA also offers many fringe benefits. Some of the fringe benefits include:

• Commitment to diversity and equity
• Casual dress work environment
• Hybrid work schedules / flexible schedules
• Direct deposit
• Standing and emergency payroll advances
• Child Care Referral assistance
• And more…

CCSA has been awarded Living Wage Employer Certifications in Orange and Durham Counties, and is a Family Forward NC Certified Employer.

Employment is contingent upon passing a criminal background check. CCSA is no longer requiring the COVID-19 vaccine for employment due to the fact that there is significantly less risk of severe illness.  However, CCSA strongly recommends that employees receive this vaccination in order to minimize the risk of infections in our workplace. 

Job Features

Job Category	Exempt
Division	Child Care Resource & Referral
Department	Durham PreK
Salary Range	$46,268 – $64,538