Job Description Assistant Site Manager/Family Engagement Coordinator GENERAL DESCRIPTION: Assistant Site Managers/Family Engagement Coordinators are responsible for assisting in the implementation, management and administration of the Child Development & Education Program at singular or multiple sites with 5 or more classrooms. This includes, but is not limited to: carrying out the program philosophy; staff and volunteer hiring, training and personnel management; child recruitment and eligibility; classroom activities, program philosophy and curriculum; and parent education and involvement. This position is responsible for assisting in the implementation of program strategies that take into consideration program quality, meeting the terms and conditions of our funding sources, and having a positive impact on our services, families, children and staff. In addition, advocate for children and families in the Child Development and Education program, conduct outreach, recruitment and enrollment activities, provide case management and social services support, perform health and nutrition assessments and maintain records in accordance with State and Federal Regulations and Performance Standards. REPORTS TO: Site Manager JOB CLASSIFICATION: Exempt DIRECT REPORTS: As Assigned by Site Manager DUTIES AND RESPONSIBILITIES: Referral, Intake and Orientation Process: 1. Serve as an initial point of contact for families wanting to enroll in the program 2. Lead education staff to plan for successful transitions out of the program 3. Meet with families to complete enrollment interviews 4. Responsible for completion and scoring enrollment applications according to recruitment and selection policies 5. Responsible for completion of all ASQs for all children upon enrollment 6. Responsible for reviewing, tracking, and re-prioritizing the waitlist for enrollment as well as outreach to families on the waitlist 7. Distribute recruitment materials and participate in recruitment activities 8. Actively encourage parents to be involved in the program and act as staff liaison to Parent Committee and Policy Council 9. Maintain and update family files for sites including: recertification, food program rosters, parent referrals, immunizations, etc.; must ensure all information and Page 1 of 5
documents are current and meet state eligibility, requirements, rules, and regulations 10. Maintain NOHO and Child Plus databases for timely and accurate information 11. Ensure all Community Care Licensing Forms (CCL) are completed during enrollment and/or prior to child's start date at the center 12. Work closely with center staff to notify them of changes, coordinate form updates, and follow-up Family Engagement: 1. Partner with parents and Classroom Teachers on home visits as needed to assess family strengths, identify family goals, and create access to needed service and problem solve barriers for goals on the Family Partnership Agreement and Individualized Family Service Plans. 2. Work collaboratively with parents to identify and continually access, either directly or through referrals, services and resources that are responsive to each family s interests and goals, including: o Emergency or crisis assistance in areas such as food, housing, clothing and transportation o Education and other appropriate interventions, including opportunities for parents to participate in counseling programs or to receive information on mental health issues that place families at risk, such as substance abuse, child abuse and neglect and domestic violence o Opportunities for continuing education and employment training and other employment services through formal and informal networks in the community 3. Responsible for families in planning and implementing a smooth transition between program options or from program to program 4. Act as a child/family advocate with community agencies and prepare families to advocate for themselves and their children Child Health Outcomes: 1. Monitor health outcomes 2. Conduct height, weight and vision assessments for children 3. In partnership with families, secure information such as medical, psychological, and social factors contributing to the family or individual situation Administrative: 1. Maintain records and documentations for each assigned family and those necessary for completion of the Annual Self Evaluations and Program Information Report (PIR) and program planning 2. Completes all activities and monthly records (i.e. supporting forms and documents), to compile for a monthly report as required 3. Complete all tasks on time and accurately, including but not limited to: Family Fees calculating, billing and collecting Attendance reports Page 2 of 5
Food/Meal Counts Enrollment Records Funder s Reports Grant Reports 4. Attend meetings onsite Leadership: 1. Mentor, coach, and direct teachers, assistants, and volunteers 2. Comply emergency procedures and assist Site Manager in executing those responsibilities (fire drills, earthquake, CPR, and first aid). 3. Conduct and complete monthly Safety Checklist 4. Attend management meetings, program team meetings, and community meetings as requested by Site Manager 5. Develop and implement training and technical assistance and professional development for teachers, as developed in school readiness plans 6. Ensure school readiness plans based on school readiness goals are developed and implemented in each classroom 7. Complete ongoing monitoring over education component 8. Coordinate Quality Improvement Plan/Corrective Action Plans/Disciplinary Actions/Worker s Comp and ensure they are communicated, created, and implemented 9. Hold regular one-on-one meetings with Site Manager Classroom Management: 1. Knowledge of all Title 22 and Title 5 licensing requirements and Early Head Start 2. Assist Site Manager in ensuring curriculum and activities are developmentally appropriate and in accordance with quality standards and DRDP, ERS and other assessments. 3. Assist Site Manager in ensuring that the physical environment is maintained in a safe and attractive manner. 4. Responsible to assume all duties as Site Manager or Teacher when necessary or delegated by Site Manager. Other: 1. Work cooperatively with child development team in achieving the goals and objectives of the classroom and center. 2. Be physically, mentally and occupationally capable of performing the following actions without endangering one s own health: Reach a child 25 feet away within 10 seconds or less Hear a child call for help from at least 50 feet away Comprehend and react to dangerous situations involving children without hesitation Crouch to a child s height and maintain eye contact Reach children on the highest piece of play equipment Page 3 of 5
Lift a minimum of 40 pounds Sit on the floor and/or low chair and interact with children for an extended period of time. 3. Comply to all policies and procedures for handling confidential documentation and confidential information. 4. Complyto all Child Protective Services mandates and requirements, particularly regarding reporting of suspected child abuse. 5. Comply to all organization policies, procedures, Parent Handbook and Employee Handbook 6. Must be timely and accurate submission of employee time records, own time records to supervisor and reimbursements for expenses 7. Travel to offsite locations occasionally for meetings and conferences. 8. Other duties as assigned by supervisor MINIMUM QUALIFICATIONS Must qualify for or possess a Site Supervisor Permit. PREFERRED QUALIFICATIONS A.A. in Social Work, Health, Human Services or related field or two years administrative and clerical experience working with children and families in highly complex processes LIMITS OF AUTHORITY: This position works under the direction of the Site Manager. The Site Manager and Assistant Director/Family Engagement Coordinator are responsible for communicating with Community Care Licensing and Child Protective Services. OTHER REQUIREMENTS: Submit and maintain clear Criminal Background Check/Fingerprinting Submit and maintain evidence of a current (completed within the last year) negative Tuberculin test and health report prior to hire CPR and First Aid certified or willing to obtain within 3 months of employment; must maintain for duration of employment Submit and maintain minimum of a Site Supervisor permit while employed in position Submit evidence of completion of education requirements prior to hire Proficient in Microsoft Office programs and able to learn and use child development databases such as NoHo and Child Plus This job description in no way states or implies these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required Page 4 of 5
to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give such instructions or assignments. Effective Date: March 23rd 2016 supersedes all previous revisions Employee Signature and Date Page 5 of 5