Program Coordinator

Job Summary

The Program Coordinator supports the day‑to‑day operational, administrative, and financial functions of the Callier Child Development Program. This role ensures efficient program operations by coordinating activities related to purchasing, budget tracking, compliance, billing, marketing, and program systems while serving as a liaison between staff, families, and internal departments.

Bachelor's degree in a related field, with 3–5 years of experience directly related to the duties and responsibilities specified; or an equivalent combination of education and experience.

• Bachelor's degree in Accounting, Business Management, or a related field
• 5+ years of experience in administrative operations, financial coordination, or program support
• Experience supporting program marketing efforts, including digital content, flyers, website updates, and outreach events (e.g., career fairs)

When required, the holder must maintain the security or integrity of critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code for this position.

• Coordinate day‑to‑day administrative and operational workflows for the program
• Serve as a liaison between staff, families, and internal departments
• Maintain accurate data in program systems such as Procare and CCURE
• Assist program managers with operational and administrative support, including the preparation and coordination of onboarding packets and required documentation for new staff and families

• Coordinate purchasing activities, including placing and tracking orders
• Maintain accurate documentation and records for all purchases
• Track expenditures and maintain budget spreadsheets (Excel)
• Ensure proper application of tax exemptions and adherence to purchasing procedures
• Coordinate travel arrangements, including lodging, per diem, and expense processing using Concur

• Manage reconciliation of travel expenses and cost center activity, including departmental expenditures and salary tracking
• Assist with reconciliation of credit card transactions and expense records
• Compile and organize supporting documentation for audits and financial reviews
• Support the preparation of budget and expenditure reports for leadership
• Maintain accurate, complete, and well‑organized financial documentation

• Track and coordinate required inspections (e.g., health, fire, and safety)
• Maintain compliance documentation and ensure timely completion
• Support childcare licensing, accreditation, and regulatory requirements
• Maintain and support required documentation for the National School Lunch Program (NSLP), including verification processes

• Coordinate student billing setup and updates in Pro Care system
• Support resolution of account discrepancies in coordination with finance staff

• Maintain security access, including CCURE badges, keys, and Comet Card access for staff, families, and contractors
• Coordinate with IT to troubleshoot system and equipment issues
• Maintain inventory of technology and program equipment
• Support filing systems, record retention, and supply management

• Assist with the development and distribution of program marketing materials such as flyers and newsletters
• Support updates to program website content and digital communications
• Assist with outreach efforts, including event support and career fair participation
• Ensure consistency and accuracy of program information across all materials

• Track budget activity for external contracts
• Process and track purchase requisitions
• Maintain organized and confidential records
• Provide high‑quality customer service to staff, families, and visitors
• Provide limited support to HR processes by assisting with document collection or tracking as needed
• Serve as a backup resource for HR‑related coordination in collaboration with the ASO and Director of Education
• A…