Program Coordinator - Incentives and Financial Operations – Child Care Operations and Systems Support

Program Coordinator – Provider Incentives & Financial Operations

The Program Coordinator – Provider Incentives & Financial Operations coordinates the day-to-day administration of Child Care Operations incentive programs and serves as a primary point of contact for providers, contractors, and internal staff. This position is responsible for managing provider communications, processing incentive applications, reviewing documentation, coordinating invoices and payment requests, maintaining program records, and supporting the timely delivery of incentives, scholarships, professional development activities, and other operational initiatives.

The Program Coordinator ensures exceptional customer service while maintaining compliance with funding requirements, Board policies, fiscal procedures, and documentation standards to support the efficient administration of Child Care Operations programs.

What will I be doing?

• Coordinate the administration of provider incentive programs, scholarships, professional development activities, and other Child Care Operations initiatives from application through payment and closeout.
• Review provider applications, supporting documentation, invoices, reimbursement requests, and payment packages for accuracy, completeness, eligibility, and compliance with program requirements.
• Serve as a primary point of contact for providers, contractors, trainers, and community partners by responding to inquiries, providing technical assistance, and communicating program requirements and deadlines.
• Coordinate invoice processing and payment requests while collaborating with fiscal staff and contractors to ensure timely and accurate payment of eligible expenses.
• Maintain accurate electronic records and supporting documentation within designated systems of record to support monitoring, audits, and program accountability.
• Monitor application status, payment processing, expenditure tracking, and program participation to ensure timely completion of operational activities.
• Assist with provider outreach, communication campaigns, training coordination, and dissemination of program information to increase awareness and participation.
• Identify operational issues and documentation deficiencies and work collaboratively with providers and internal staff to resolve concerns promptly and professionally.
• Prepare routine operational reports, correspondence, and tracking documents to support leadership, program monitoring, and fiscal accountability.
• Support special projects, workflow improvements, and continuous quality improvement initiatives that strengthen customer service, operational efficiency, and program effectiveness.

Key Qualifications

• Demonstrated experience managing grants, public funds, or regulatory compliance programs.
• Strong analytical skills with the ability to interpret complex policies and apply them operationally.
• Experience preparing reports for governmental or oversight entities preferred.
• Proficiency in Microsoft Office, SharePoint, and data management systems.
• Exceptional organizational skills with a high level of attention to detail.
• Ability to communicate regulatory requirements clearly and professionally to diverse stakeholders.

Do you have…

• Bachelor's degree in an applicable academic discipline or related field of study
• 5 years of experience with local government, nonprofit programs, schools, or in job-related duties