POSITION SUMMARY:

The staff under the Children’s Initiative model will leverage learning, share knowledge and best practices and practice across programs, undergo continuous program improvement processes to support the client-centered delivery of service within each resource centers community and work to leverage agency and partner resources to support families better.

This position location is Educare California at Silicon Valley (ECSV) is an innovative early learning center that narrows the opportunity gap for low-income children ages 0-5 and their families and caregivers. With our partners, we offer high-quality, full-day, year-round classrooms as well as support services and community resources through our Family Resource Center, satellite children’s museum, public satellite library, and a Professional Development Institute that builds the capacity of early educators. Our free services are offered in English, Spanish, and Vietnamese.

ECSV is part of a national initiative that serves as a platform for broader change, inspiring high-quality programs in communities, improving public policies within each state, and demonstrating a comprehensive approach to the first five years of life and learning. As part of the Educare initiative, ECSV is a highly visible program that hosts a wide variety of visitors.

To be successful as an ECSV Program Coordinator - Front Desk, you should have a pleasant personality, as this is also a customer service role. Under direction, the position performs various clerical, secretarial, and other administrative functions required for the operation of Educare California at Silicon Valley. You should be able to effectively manage your time while working in a high-paced [at times stressful environment?] and problem-solve emergencies. The ability to multitask is essential for this position.

Ultimately, the Program Coordinator - Front Desk duties and responsibilities are to ensure the front desk welcomes guests positively, maintains security and telecommunications systems, and executes all administrative tasks to the highest quality standards.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide a warm, welcoming environment for all stakeholders (children, families, guests, staff, etc) who enter ECSV.

• Accurately answer all questions for stakeholders about ECSV mission, programs, and partners.

• Serve as an ambassador to families by answering basic enrollment questions and making a “warm handoff” to appropriate staff.

• Model the mission, philosophy, and goals of the school to all staff, parents, students, and the community.

• Supports campus safety and security policies and procedures.

Administrative Functions

• Monitor the front entrance to the school, ensuring safety for all stakeholders.

• Open and close the facility as needed.

• Answer the phone, monitor walkie-talkie, and relay messages to staff.

• Assist with all administrative aspects of the center's operation, including maintaining the master calendar and files. Inputting and editing information in databases, forms, filing, photocopying, and other office or administrative duties as needed.

• Execute on ordering: includes taking inventory, ordering materials/food, and unpacking supplies.

• Support the Business Team with book-keeping duties as assigned.

• Gather quotes and requested documents for the leadership team.

• Liaison with third-party vendors (building maintenance, IT, Phone, security, etc.).

• Support with special projects as assigned.

• Provide support during special events and the Apprenticeship program.

SUMMARY OF OTHER JOB DUTIES:

• Events management (planning, coordination, prep of collaterals, follow-up, support for invitees/guests, room set-up, and clean-up as needed).

• Ensure rooms and trainings are accurately scheduled.

• Maintain accurate record of daily room use, and report on training and events as requested.

• Maintenance of office equipment and electronics.

• Proficient in basic computer programs and databases since they usually answer emails and set up certain equipment.

• To be successful in this role, a warm and welcoming personality is needed, as well as attention to detail and exceptional organizational skills.

• Duties may vary and will be assigned per site.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE

• At least one (1) year as a Receptionist and/or Administrative Assistant preferred.

• Experience in social services in community settings, with families preferred.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Bilingual in English and Spanish or Vietnamese required.

• Enthusiastic about working with young children and their families.

• Ability to work with diverse workgroups and serve families with diverse economic, social, racial, and cultural backgrounds.

• Knowledgeable about local community resources.

• Ability to establish and maintain personal and programmatic boundaries while providing supportive services.

• Strong interpersonal skills and the ability to relate to individuals who may not share basic commonalities, including value systems and behavior norms.

• Communicate effectively; Demonstrate good writing and organizational skill.

• Maintain a professional, confidential work environment.

• Knowledge of child development and behavior.

• Ability to plan, organize, prioritize and multitask.

• Serve effectively as a member of a team internally and externally.

• Be flexible, proactive, adaptable, and able to work in a fast-paced, changing environment.

• Be professional, trustworthy, respectful of others, and display a positive attitude.

• Knowledge of modern office methods and practices, including filing systems, business, correspondence, presentations and report writing.

• Proficiency with computer programs (e.g., MS Suite, Google Suite, Zoom, etc.).

PHYSICAL REQUIREMENTS

• Ability to use computer workstation.

• Ability to lift up to 25 lbs.

OTHER REQUIREMENTS:

• Clearance of background check via Livescan fingerprinting.

• Must have TB test performed and submit results.

• Provide proof of COVID-19 vaccination and booster status.

• Automobile, valid driver’s license, and auto insurance per agency policy; or have access to reliable transportation.

HOURS, TRAVEL, AND WORKING CONDITIONS:

• Standard office hours are Monday through Friday, from 8:00 a.m. to 5:30 p.m.

• Availability to work flexible schedule (e.g. split shifts, evenings, weekends, and varied hours as appropriate, to coordinate and provide services and activities for families during non-traditional hours.

• Work will be indoors/outdoors, even during times of inclement weather.

TO APPLY: Please submit resume to jobs@catholiccharitiesscc.org and use the job position title as the subject line.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant Because of a need to remain responsive to the needs of our clients and our Agency's operations, responsibilities may be modified at any time.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons seeking employment are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.