Program Coordinator

Job Summary: The Program Coordinator provides critical data, quality assurance, and administrative support to the Program team. This role ensures the integrity of program data, reporting systems, and program budget while supporting Program Managers in coordinating partnerships, events, and field-based engagement efforts.

Additionally, this position provides administrative support to the Managing Director of Program and Partnerships, including calendar coordination and email management, to ensure efficient department-wide operations.

Essential job functions include:

Data Management & Quality Assurance

· Support Program Manager with maintaining accurate and up-to-date records of program activities, site visits, coaching sessions, and quality improvement efforts

· Collaborate with Data Manager to ensure data management platforms are up to date to ensure data integrity

· Manage data tracking systems and ensure consistency, completeness, and accuracy across program teams

· Conduct regular reviews of data and documentation to ensure compliance with internal standards and accreditation requirements

· Support the preparation of reports for leadership, funders, and stakeholders

· Organize and maintain program documentation, including intervention records, partnership agreements, and accreditation materials

· Monitor program expenditures and budget tracking

· Maintain shared systems, templates, and tools to standardize documentation practices

Program Coordination & Team Support

· Support Program Managers with coordinating events, trainings, and partnership engagements

· Assist with scheduling site visits, meetings, field-based activities and volunteers

· Coordinate logistics, communication, and follow-up for program initiatives

· Serve as a central point of coordination to ensure alignment across program activities and timelines

Field Engagement, Partnerships & Impact

· Assist in organizing and tracking community partnerships and provider engagement activities

· Support preparation of materials and documentation for fieldwork and site-based support

· Collaborate with Program Managers and field staff to identify, collect, and document stories of impact from the field

· Maintain a centralized repository of impact stories, testimonials, and success examples for use by communications and development teams

· Ensure stories are accurately documented, aligned with program outcomes, and available to support social media, marketing, and fundraising effort

Administrative Support to Managing Director

· Manage calendar scheduling, including meetings, events, and travel coordination

· Assist with email management, including drafting responses, organizing communications, and tracking follow-ups

· Support preparation of meeting materials, reports, and presentations

· Help prioritize and coordinate departmental communications and deadlines

Required Skills & Abilities

· Ability to quickly learn and adapt to CRM systems and other technical tools

· Strong organizational and time management skills with high attention to detail

· Experience managing data, documentation, and reporting systems

· Proficiency in Microsoft Office (especially Excel, Outlook, and shared systems)

· Strong written and verbal communication skills

· Ability to manage multiple priorities and deadlines in a fast-paced environment

· Ability to synthesize information into clear, compelling summaries (especially for stories and reports)

Minimum Qualifications

· Bachelor’s Degree preferred in Early Childhood Education, Child Development,

Education, or a related field

· 2+ years of experience in program coordination, administrative support, data management, or similar role

Preferred Qualifications

· Experience in child care programs, early childhood education or nonprofit programs

· Experience in non-profit project management

· Experience supporting storytelling, communications, or development efforts

Core Competencies for All EFS Staff:

· Mission-Focused: Deep rooted passion for ensuring children have access to high-quality early childhood education opportunities

· Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.

· Collaborator: Understands the roles and contributions of all members of the team and community stakeholders; and can mobilize resources (financial and human) through meaningful engagement

· Results-Driven: Dedicated to shared and measurable goals that align to creating, resourcing, scaling, and leveraging strategies and innovations for greater impact.

· Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the organization.

Additional Requirements:

· Has a valid Texas driver's license and proof of current auto insurance.

· Passes an agency-administered, comprehensive background check satisfactorily.

· Is able to speak, read, and write English well.

· Has access to reliable transportation to travel throughout the metroplex.

· Is able to work occasional evening and weekend hours.

Equal Employment Opportunity: Educational First Steps is committed to a policy of equal employment opportunity. Employment decisions are not based on an individual’s race, color, religion, sex (which includes pregnancy and pregnancy-related conditions), gender identity, sexual orientation, national origin, marital status, citizenship status, genetic information, age, disability, political belief, membership or application for membership in a uniformed service, or any other unlawful basis.

Working Conditions: This position may include prolonged periods of sitting, standing, working at a computer, and speaking on the phone. Must be able to lift up to 15 pounds.