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Program Records Coordinator II

Children Services – Head Start – Childcare | Greater Los Angeles Area, CA | Full Time

Job Description

About Us:

VOALA

Helping Our Most Vulnerable Change Their Life Stories

Volunteers of America is a non-profit human services organization committed to serving people in need, strengthening families, and building communities.  VOALA provides a variety of social services to Los Angeles area communities such as Head Start programs, Upward Bound college prep programs, veterans’ services, homeless shelters, low-income housing program as well as drug and alcohol rehabilitation. Learn more at www.voala.org.

HEAD START/EARLY HEAD START

Through our Head Start and Early Head Start programs, we work with children (ages 0 – 5) and their families to provide the skills, confidence and stable home life necessary for a smooth transition into kindergarten and beyond.  Children also receive a broad array of health services including screenings and referrals, maintenance of immunization schedules, nutrition assessments and follow-ups, mental health assessments as part of initial screenings, and determination if any mental or physical delays are present.  Children receive health and dental services and have access to ongoing and acute and routine health and dental care. Enrolled children receive healthy meals, along with an assessment of their nutritional needs and the necessary follow-ups.  Nutrition education is available for parents and incorporated into daily classroom activities for the children.

Cities served include: Carson, Commerce, Compton, Culver City, Del Rey, East Los Angeles, El Segundo, Harbor City, Hawthorne, South Central Los Angeles, Lomita, Lynwood, Mar Vista, Newhall, North Hollywood, Pacoima, Palms, Paramount, Rancho Palos Verdes, San Fernando, San Pedro, Santa Clarita, Shadow Hills, South Central Los Angeles, South LA, Studio City, Sun Valley, Sunland, Sylmar, Torrance, Tujunga, Val Verde, Valencia, Valley Village, Wilmington.

JOB SUMMARY AND PURPOSE

Under the direction of the ERSEA/Records Program Manager and the Administration team, the Program Records Coordinator II will provide direct support to VOALA’s Head Start/Early Head Start content areas (including ERSEA, Education, Family and Community Engagement, Disabilities, Mental Health, and Health and Nutrition) to collect, analyze, and aggregate data to recommend approaches for continuous quality improvement.   The Program Records Coordinator II will assist with improving effectiveness of the program’s data capacity by applying some or all of the following methods; data quality, data analysis, data collection and design, data system management, data integration, and data visualization methods, to make it understandable to Teachers, Family Advocates, Managers, Director, Assistant Directors, parents, and other stakeholders.  Furthermore, the Program Records Coordinator II will be assigned Administrator level access to the various data management systems used by the VOALA’s Head Start/Early Head Start programs to maintain new and existing user profiles, carry out updates, changes to configuration requested by users, customizations, database enhancements, and troubleshooting support.

The Program Records Coordinator II will supervise and oversee Data Entry Staff/functions and ensures that timeliness and accuracy of all required data entry, tracking, and reporting assigned to the Program Records team are met.  In addition, the Program Records Coordinator II will be responsible for training and monitoring staff on data quality and integrity and for conducting regular data analysis and communicating relevant information to Volunteers of America staff.  

DUTIES AND RESPONSIBILITIES

  • to the tasks assigned as part of the Program Records team.
    1. Responsible for coordinating, managing, and reconciling data reports pertaining to enrolled children and families in the Head Start/Early Head Start programs.
    2. Performs regular audits and monitors data collection to maintain quality and integrity.
    3. Plan and implement meetings with Data Entry Clerks and actively participates in regular ongoing meetings as part of the the Program Records team.
  • Collabortes with other content areas (including ERSEA, Education, Family and Community Engagement, Disabilities, Mental Health, and Health and Nutrition) to update, make recommeded changes, and enhancements to data mangement systems used by the program.
  • Review (and revise as necessary) VOALA’s data strategy, maintaining compliance with Head Start/Early Head Start Performance Standards.
  • Provide (or arrange for) training and technical assistance for program staff on the use of the various data management systems used by the program.  Develop effective training guides and presentations on the use of data management systems.
  • Provide recommendations to lead improvement or upgrade of existing data systems, processes, and procedures to align with data strategy, as necessary.
  • Conducts (as necessary) data analysis and creates/provides relevant data visualizations and reports to VOALA staff and ledership team.   
  • Responsible (as necessary) for reviewing and processing data and information requests from VOALA’s leadership team.

Qualifications

REQUIREMENTS:

  • Must be able to pass a fingerprint clearance, background check, including criminal history, personal references, employment and education verifications
  • Proof at time of hire a Tuberculosis (TB) clearance and Health screening within 6 months prior to hire date. Annual influenza vaccination (between Aug1-Dec 1) Pertussis (whooping cough) and measles immunization, Health screening.
  • Fingerprint clearance required prior to employment.        Must have access to an automobile with adequate insurance coverage and a valid California driver’s license, or means to other accessible transportation.

EDUCATION:

  • Bachelor’s degree in Business Administration, Statistics, Computer Science, or related field.

EXPERIENCE:

  • 3 years of professional experience in data systems, data management, or analytics.

KNOWLEDGE:

  • Knowledge of office practices and procedures including the proper use or records and files.
  • Knowledge of HS Performance Standards.
  • Ability to compose correspondence and reports, working knowledge of correct English grammar, spelling and punctuation.
  • Ability to establish and maintain cooperative working relationships with supervisor, co-workers, clients, and community partners.

TECHNOLOGY SKILLS:

  • Must have excellent computer skills including knowledge of Microsoft computer applications.

SKILLS AND ABILITIES:

  • Strong written and verbal communication, set priorities, handle multiple tasks, problem solving, decision making, interpret data, detail oriented, accurate, analytical, organize, read/write; proficient in understanding and communication of the spoken and written English language, meet established deadlines.
  • Ability to understand and follow oral and written directions.
  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state, and local standards, with or without reasonable accommodation, including meeting qualitative and quantitative productivity standards.
  • Ability to maintain regular, punctual attendance consistent with ADA, FMLA, and other federal, state, and local standards.

INTERPERSONAL CHARACTERISTICS:

  • Dependable, collaborative, have regular/dependable attendance, be prompt, positive mindset, flexible, organized 

PREFERRED QUALIFICATIONS:

  • Bachelor’s degree in Business Administration, Statistics, Computer Science, or related field.
  • Prior experience with ChildPlus, Learning Genie, DRDP Online, CDMIS, ASQ Online, Tableau, or any other data platforms.
  • Bilingual English /Spanish (written and verbal).
  • Advanced knowledge of Microsoft Excel and Pivot Tables.
  • Strong ability to monitor staff effectively.
  • Strong ability to mentor and coach staff.

VOALA BENEFITS SUMMARY:

  • Choice of 3 medical insurance plans
  • Choice of 2 dental insurance plans (one plan for employee only; has no premium)
  • Vision insurance plan
  • Voluntary Supplemental Coverage
  • Accidental Injury Coverage
  • Hospital Care Coverage
  • Critical Illness Coverage
  • Pet Insurance
  • Paid vacation time
  • Paid sick time
  • 10 company paid holidays
  • Company funded 401a retirement pension plan
  • Optional employee contribution to 403b retirement savings plan
  • Life and AD&D insurance
  • Programs to maintain your health and well-being
  • Employee Assistance Plan (EAP) – (No cost to employee and 100% confidential)
  • Company funded Short-term Disability Insurance (STDI) Insurance
  • Company funded Long-term Disability Insurance (LTD)

Volunteers of America is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law

This employer participates in E-Verify as required by the federal government and will provide the federal government with your Form 1-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (OHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.