Early Learning Systems Coordinator
Neighborhood-House
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Benefits offered by this job
Job summary
Neighborhood House seeks an Early Learning Systems Coordinator to provide administrative support for OCCA/CCIP, coordinating calendars, records, data, and communications for a team delivering responsive services.
The role involves office and virtual work, data management, and supporting managers and coaches. Evening or weekend events may be required, with emphasis on accuracy, confidentiality, and collaboration.
Qualifications
- Demonstrated administrative and clerical experience, including scheduling and meeting support.
Responsibilities
- Coordinate team calendars and meetings; manage communication logistics.
- Prepare meeting agendas, minutes, and maintain digital files.
- Produce handouts, marketing materials, and recruitment content; coordinate translation workflows.
- Process and track membership applications and maintain member records.
Skills
Education
Tools
Job description
If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.
OCCA Professional Portland, OR, US
2 days ago Requisition ID: 1431
Salary Range: $22.66 To $23.92 Hourly
Neighborhood House is a non‑profit agency providing social services for children, families, seniors, and people experiencing food and housing insecurity. We have been engaging in anti‑poverty work for 120 years, offering a safety net to ensure that our community has the support they need to thrive.
The Early Learning Systems Coordinator provides operational and administrative support for OCCA/CCIP, helping the team deliver responsive services to members and maintain reliable shared‑service systems. The position coordinates scheduling, records, data, communications logistics, and shared‑service assets while supporting the Manager, Associate Director, and Business Coaches. Work is primarily performed in office and virtual environments and involves frequent computer use. Occasional evening or weekend hours may be required to support events and trainings.
- Coordinate team calendars, schedule meetings, and manage communication logistics.
- Prepare meeting agendas, take minutes, and maintain organized digital files.
- Prepare and coordinate the production of handouts, marketing materials, and recruitment content.
- Coordinate translation workflows with external vendors.
- Process and track membership applications accurately and in a timely manner.
- Maintain member records and documentation; support compliance with program requirements.
- Respond to member inquiries and route requests to the appropriate team member as needed.
- Support the procurement, administration, and maintenance of shared‑service assets and related partnerships.
- Maintain accurate records, spreadsheets, and provider databases.
- Track member applications, agreements, contracts, event attendance, and coaching logs.
- Generate summary reports for internal and funder use; support basic data quality checks.
- Assist with tracking and maintaining vendor and partner agreements related to shared services, including group discount agreements, coupon codes, and referral networks.
- Organize materials and provide on‑site and virtual support for trainings, classes, and events.
- Manage small purchases, invoices, reimbursements, and supply coordination in alignment with established procedures.
- Provide technical assistance for Zoom and other virtual events, including scheduling, participant support, and basic troubleshooting.
- Assist with basic website updates and post‑event uploads.
- Support social media and newsletter logistics and maintain consistent file organization for communications assets.
- Attend and actively participate in required meetings and training sessions.
- Maintain timely and professional communication with coworkers, leadership, and stakeholders.
- Demonstrate regular and reliable attendance.
- Complete assigned work accurately and within established deadlines.
- Follow organizational policies, procedures, and safety requirements.
- Contribute to a positive, respectful, and team‑oriented work environment.
- Perform other duties as assigned.
To perform the job successfully, an individual should demonstrate the following competencies:
- Demonstrated administrative and clerical experience, including scheduling and meeting support.
- Experience maintaining spreadsheets and databases with strong attention to detail and confidentiality.
- Strong written and verbal communication skills; ability to coordinate with multiple stakeholders.
- Proficiency with Microsoft Office or Google Workspace and comfort using Zoom and comparable collaboration tools.
- Demonstrated ability to manage multiple priorities, meet deadlines, work independently, and collaborate effectively with a team.
- Skilled in organizing digital files, maintaining accurate records, and following documentation processes.
- Ability to compile, reconcile, and summarize data for reporting purposes.
- Strong customer service orientation and ability to communicate clearly with educators, vendors, partners, and members of the public.
- Ability to troubleshoot basic technology issues and provide virtual meeting support.
- Ability to maintain a high level of professionalism, discretion, and cultural responsiveness.
- High school diploma or GED (or equivalent).
- Two years of progressively responsible administrative or operations support experience that includes calendar management, meeting coordination and minutes, spreadsheet or database maintenance, accurate recordkeeping, customer or member service, event or training support, basic purchasing or invoice processing, and virtual meeting support.
- Any combination of education and experience that demonstrates the ability to perform the essential functions of the position will be considered.
- An associate or bachelor’s degree in business, education, public administration, or related field.
- Three or more years of administrative or coordination experience.
- Experience in early learning, nonprofits, membership organizations, vendors, or translation coordination.
- Experience using customer relationship management systems, content management systems such as WordPress, learning management systems, and basic reporting tools.
The physical requirements outlined below must be met to successfully perform the essential functions of this position. Reasonable accommodations may be provided to enable individuals with disabilities to perform these essential functions.
While performing the essential duties of this job, the employee is required to:
- Communicate and exchange accurate information clearly so that others can understand.
- Review and distinguish details at close range.
- Remain in a stationary position for extended periods.
- Operate a computer and other office machinery, such as a copier and printer.
- Move items weighing up to 25 pounds.
Neighborhood House offers full‑time employees a comprehensive benefits package, including:
- Generous PTO and 12 paid holidays
- Affordable health insurance with 95% of the cost paid by NH
- Company‑paid life insurance. Voluntary life, long‑term disability, accident, and critical illness insurance.
- Flexible Spending Account (FSA)
- Employee Assistance Program (EAP) with free counseling
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