PTHS Administrative and Data Coordinator

NATURE AND SCOPE OF POSITION The Administrative and Data Coordinator supports the overall administration, operations, and data management functions of the Head Start program to ensure efficiency, compliance, and quality outcomes. This position combines responsibilities in administrative coordination, operations management, and data reporting. Working closely with the Head Start Director and Leadership Team, the Coordinator is responsible for managing vendor relationships and procurements, maintaining accurate data systems and reports, and ensuring organizational workflows align with program goals.

The role seeks a highly organized, detail-oriented professional who can balance multiple priorities, demonstrate excellent communication skills, and uphold confidentiality in all interactions.

JOB FUNCTIONS ESSENTIAL:

Provide administrative support to the Head Start Director, including scheduling, documentation, and communications.

Collect, organize, and analyze program data; prepare and distribute weekly, monthly, and quarterly reports.

Support the Head Start Management Team in evaluating outcomes and identifying trends to improve performance and compliance.

Manage procurement processes, including vendor quotations, purchase orders, and contracts in compliance with fiscal guidelines.

Maintain operational systems, including recordkeeping, inventory tracking, and supply orders across centers.

Manage and update the child and family data management system ensuring accuracy and timely data entry.

Provide training and technical assistance to staff on data systems, recordkeeping protocols, and reporting requirements.

Oversee technology inventory, maintain user access, and coordinate IT support needs.

Process and track invoices, reimbursements, and expense reports for accuracy and budget adherence.

Record and distribute meeting agendas, minutes, and related documentation.

Maintain confidentiality of all family, staff, and agency data.

Participate in program self-assessment, monitoring, and quality improvement activities.

Coordinate with leadership and service area leads on projects, data audits, and compliance documentation.

MARGINAL:

Provide courteous and responsive service to all internal and external stakeholders.

Support continuous improvement efforts and suggest process enhancements.

Orient new staff and assist team members to ensure continuity and quality of program operations.

Perform other related duties as assigned.

PRIMARY QUALIFICATIONS

Education:

Bachelor’s degree is preferred

Associate’s degree accepted

Work Experience:

Minimum 2 years of experience in office administration, operations, or data management.

Experience in a nonprofit or education setting preferred.

Proven ability to manage vendor relationships, inventory, and reporting processes.

Core

Skills:

Advanced skills in Microsoft Excel and proficiency in MS Office Suite and Google Workspace.

Experience with database systems and data reporting tools.

Strong organizational and time management skills with the ability to meet tight deadlines.

Effective verbal and written communication skills.

Ability to multitask across administrative, technical, and operational areas.

Familiarity with fiscal and procurement procedures.

High level of integrity, discretion, and professionalism.

Additional Requirements:

Must have a valid driver’s license and reliable transportation.

Ability to lift/move up to 25 pounds with or without assistance.

Successful completion of required background checks and health screenings.

Travel:

Travel required locally or long-distance AMERICANS WITH DISABILITY SPECIFICATIONS Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable…