Family Services Assistant Coordinator

Description

Summary:

Under the supervision of the Director of Early Childhood Services, the Family Services Assistant Coordinator is primarily responsible for the recruitment, enrollment, and retention of children across all Early Childhood programs, including subsidized childcare, EPK/UPK, Summer LEAP, Before and After School, Bilingual Preschool, and new programs. The position assists families with completing enrollment requirements, maintains ongoing communication with DHS, monitors vacancies and pending applications, and conducts outreach and follow-up to meet established enrollment and retention targets. The position also provides coordination and oversight of family service activities and connects families to needed resources.

Essential Functions:

• Lead and coordinate recruitment, enrollment, and retention efforts for all Early Childhood Services programs, including subsidized childcare, EPK/UPK, Summer LEAP, Before and After School, Bilingual Preschool, and any new or expanded programs
• Conduct ongoing outreach and recruitment activities to promote Early Childhood programs and maintain enrollment at established program capacity.
• Meet established enrollment and retention targets across all Early Childhood programs as a key performance expectation of the position.
• Assist parents and caregivers throughout the enrollment process, including completing applications, gathering required documentation, understanding eligibility requirements, and addressing barriers that may delay enrollment.
• Maintain accurate and up-to-date waiting lists, pending applications, vacancies, enrollment records, and family documentation.
• Proactively follow up with families regarding incomplete applications, missing documentation, renewals, and other requirements necessary to complete or maintain enrollment.
• Maintain ongoing communication with DHS regarding childcare subsidy applications, eligibility, attendance, application status, parent renewals, required documentation, and program reimbursement.
• Monitor enrollment, vacancies, waiting lists, pending applications, and retention data and provide regular reports and updates to the Director of Early Childhood Services.
• Develop and maintain relationships with schools, community organizations, referral sources, and other partners to strengthen recruitment and increase awareness of available Early Childhood programs.
• Serve as a parent and family advocate and connect families with appropriate Ibero and community resources based on identified needs.
• Provide navigation support to families related to educational, social, health, childcare, and community needs and conduct home visits as necessary.
• Provide coordination, guidance, technical assistance, and support to Family Services Assistant staff and other assigned family support functions.
• Monitor required data-entry systems and family records to ensure documentation is accurate, complete, timely, and compliant with licensing, program, and funder requirements as well as internal IMPOWR system.
• Work collaboratively with the Director of Early Childhood Services, Program Supervisor, teachers, program staff, and other team members to address enrollment and family needs.
• Support parent engagement and leadership activities, including workshops, training, family events, and opportunities for parents to become more involved in their children's education and development.
• Establish and maintain positive and professional relationships with children, families, staff, schools, community partners, funders, and related agencies.
• Follow Ibero policies and procedures and all applicable state and federal laws, licensing requirements, and Early Childhood program standards.
• Attend required staff meetings, parent meetings, trainings, center’s events, funder meetings, and community activities, including after-hours events when required.
• Provide temporary coverage in the front office, classroom, food service, or other center functions as needed and collaborate with the Food Supervisor when support is required.
• Prepare reports as needed and ensure assigned work, documentation, follow-up, and corrective actions are completed within required timelines.
• Identify enrollment barriers, trends, and opportunities and recommend strategies to improve recruitment, enrollment, family engagement, and retention.
• Demonstrate commitment to the mission of Ibero-American Action League, Inc. and contribute to the continuous improvement of Early Childhood Services.
• Enter daily attendance for Subsidize and CCAP program.
• Provide navigation support related to English language learning resources, PTA participation, RAPP, and other school or community structures.
• Perform other duties as assigned by the supervisor and/or delegates.

Authority:

This position holds a relatively high degree of independence within the framework of the agency’s policies and procedures. The individual must be resourceful and able to display initiative and understanding of management systems and interpersonal relations.

Requirements

Requirements

Position Qualifications:

• Customer Oriented - Ability to take care of the customer’s needs while following agency procedures.
• Communication, Oral - Ability to communicate effectively and respectfully with others using the spoken word.
• Calm Under Pressure - Ability to remain composed and professional in stressful or active environments.
• Diversity Oriented - Ability to work effectively with people regardless of age, gender, race, ethnicity, religion, language, immigration status, disability, or job type.
• Ethical - Ability to demonstrate professionalism conforming to a set of values and accepted standards.
• Reliability - The trait of being dependable, punctual, trustworthy, and consistent.
• Detail Oriented - Ability to observe surroundings, identify concerns, and follow procedures accurately.
• Sound Judgment - Ability to make appropriate decisions within the scope of the role and promptly elevate concerns.
• Interpersonal-Ability/desire to understand others’ attitudes/interests/needs/nonverbal behavior, listening skills, and understanding strengths/limitations of others
• Leadership- Ability to Motivate, influence, and support others to accomplish team and organizational goals

Skills and Abilities:

• Family Service Credential (FDC) Preferred. 
• A Minimum of Associate’s Degree In Human Services Preferred. 
• High School Diploma or Equivalent Required.
• Bilingual English/Spanish communication skills preferred.
• Ability to work effectively in an urban community setting with diverse individuals and families.
• Ability to follow written and verbal instructions, safety protocols, and supervisor direction.
• Upholds confidentiality and respects the dignity and privacy of all individuals served by the agency.
• Is knowledgeable about the community and systems
• Valid NYS license and access to own transportation required.
• A combination of training and experience other than the specified, if judged to be adequate for the job, may be accepted by the President and CEO

Physical Demands:

The position does require occasional standing, squatting, lifting of up to approximately 20 lbs. and frequent sitting.

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By signing below, I hereby acknowledge receipt of my job description. I am aware that continued employment with Ibero-American Action League, Inc. is contingent on my adherence to the policies outlined in the employee handbook and my ability to function within the parameters of the job description. Furthermore, I acknowledge that any questions regarding this job description will be brought to the attention of my immediate supervisor.

Employee Signature: __________________________________________________ Date: _________________________

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this job description and/or assign tasks for the employee to perform, as the Company may deem appropriate.

Ibero American Action League is committed to the policy of equal employment opportunity. This policy expressly prohibits discrimination on the basis of sex, race, color, religion, creed, national origin, age, marital status, sexual orientation, disability, genetic predisposition or carrier status, domestic violence victim status, veteran status or status as a member of any other protected group or activity.