EHS Program Assistant

ONE PLACE; Jacksonville (NC); On-site; USD 42,000 - 54,000; Full time

Job summary

One Place in Jacksonville, NC, seeks an Early Head Start Program Assistant to support daily operations, data systems, and governance for the EHS and EHS-CCP network. The role collaborates with leaders, families, and partner sites to ensure high-quality services for infants and toddlers.

Responsibilities include coordinating calendars, outreach, monitoring, data reconciliation, and record-keeping while complying with Head Start requirements and confidentiality rules.

Qualifications

• Associate degree required in a related field.
• Relevant experience in program operations or coordination.
• Experience with data systems and monitoring for quality improvement.
• Strong written, verbal, and collaborative skills.
• Willingness to travel between sites and work occasional evenings/weekends.

Responsibilities

• Support daily EHS operations across sites and maintain calendars, tools, and workflows.
• Lead outreach and recruitment to meet enrollment goals.
• Support monitoring schedules, corrective actions, and follow-ups.
• Collect and reconcile data from multiple systems and partner records.
• Maintain documentation, records accuracy, and confidentiality.
• Coordinate governance activities with Policy Council and Board representatives.
• Assist with grant reporting, program planning, and compliance tasks.
• Provide logistics for trainings, meetings, and family engagement events.

Skills

Data management

Communication

Team coordination

Attention to detail

Education

Associate degree

Tools

ChildPlus

Home Base

Monitoring tools

Job description

Job Details:

Job Location: Jacksonville, NC 28546, About One Place

One Place, a 501(c)(3) nonprofit organization, believes that one child hurt is too many. We focus on ending child abuse, increasing capacity for child mental health, and ensuring educational readiness. We create hope for children and families by connecting our community to resources. We seek employees who bring initiative and see opportunities for transformation in our community. We support organizational health so we can contribute to community wellness.

Position Summary

The Early Head Start (EHS) Program Assistant supports daily operations, monitoring, shared governance, and continuous improvement for One Place EHS and its Early Head Start-Child Care Partnership (EHS-CCP) network. Under the direction of the EHS Director, the position coordinates program systems, data, documentation, communication, and follow-up to support high-quality services for infants, toddlers, and their families, including expectant families.

The Program Assistant works with EHS leadership, content-area specialists, Family Advocates, partner sites, Policy Council and Board representatives, One Place departments, families, and community partners. The position supports consistent implementation of established requirements while preserving the authority and responsibilities of program leaders, supervisors, departments, and child care partners.

Essential Duties and Responsibilities

• Program operations: Support daily operations across EHS and EHS-CCP sites; maintain calendars, tools, trackers, and workflows, coordinate information across content areas, and identify operational barriers, incomplete processes, and needed improvements.
• Outreach and recruitment: Lead EHS outreach and recruitment to support enrollment goals; develop referral and community relationships, coordinate recruitment activities and events, maintain outreach materials and records, and assess opportunities to increase awareness and referrals.
• Ongoing monitoring: Support the monitoring system with the EHS Director and content-area leaders; maintain monitoring schedules, corrective-action trackers, and evidence of follow-up and closure, while retaining responsibility with the appropriate leader, department, or partner.
• Data and improvement: Collect, organize, review, and reconcile data from ChildPlus, Home Base, monitoring tools, partner records, and approved sources; identify trends, strengths, inconsistencies, and risks, and elevate findings for leadership review and action.
• Data systems and records: Support approved information systems, data accuracy, completeness, and timeliness; help staff understand documentation and data-entry expectations, coordinate record corrections, validate reporting information, and maintain secure records under confidentiality and retention requirements.
• Partnership coordination: Track EHS-CCP deliverables, documentation, monitoring, and follow-up; maintain oversight records, coordinate partner communication and collaborative activities, and elevate site trends while preserving grant-recipient and individual partner responsibilities.
• Policy Council and governance: Coordinate Policy Council schedules, agendas, materials, attendance, logistics, and follow-up; document required review, input, and approvals, support representative communication, orientation, training, capacity building, and annual governance processes, and prepare information for the Board as directed.
• Non-Federal Share: Lead operational coordination and tracking of Non-Federal Share; pursue allowable in-kind contributions, discounts, donated goods, services, and eligible resources. Maintain supporting records, monitor goals, report progress, and coordinate with program and fiscal staff for documentation and review.
• Program planning: Support Community Assessment activities and updates, Self-Assessment, strategic planning, program goals, school readiness planning, and continuous improvement; document connections among data, needs, goals, strategies, resource allocation, implementation, and outcomes.
• Reports and grants: Compile, reconcile, and organize information for the Program Information Report (PIR), grant and continuation applications, reports, and required submissions; track federal, organizational, grant, and program deadlines.
• Review readiness: Assist with federal monitoring and other oversight reviews; organize supporting evidence and document how program data inform decisions, corrective actions, and sustained improvements.
• Policies and procedures: Assist with reviewing and maintaining policies, procedures, forms, and monitoring tools; track revisions, governance actions, approvals, and implementation dates, communicate approved changes, and identify gaps between written procedures and actual practices.
• Meetings and events: Coordinate planning, logistics, participation, and follow-up for program and leadership meetings, trainings, Pre-Service, professional development, partner workshops, and family engagement events; arrange spaces, materials, technology, food requests, attendance records, purchasing needs, and participant communication.
• Fiscal and inventory support: Assist with purchase requests, quotes, justifications, receipts, reconciliation, and tracking; maintain or support inventory of EHS-funded equipment, supplies, technology, and property, and document appropriate stewardship, allowability, allocation, and use of grant resources.
• Compliance and collaboration: Support implementation of the Head Start Act, Head Start Program Performance Standards, Office of Head Start guidance, grant requirements, One Place policies, and applicable federal, state, local, and North Carolina Division of Child Development and Early Education (NC DCDEE) requirements. Coordinate with responsible staff, preserve separation of duties and internal controls, and track assigned actions through completion.

Qualifications: Qualifications and Requirements

• Education: Associate degree from an accredited college or university in a related field required.
• Experience: Relevant experience in program operations, project coordination, data systems, monitoring, quality improvement, administration, early childhood education, human services, or federally funded programming required; three years of directly related experience preferred.
• Preferred background: Head Start, EHS, EHS-CCP, or other federally funded program experience; experience with ChildPlus or comparable data systems; and experience coordinating across teams, departments, programs, or external partners.
• Organization and analysis: Strong planning, attention to detail, prioritization, and follow-through; ability to manage competing tasks and deadlines, review data, recognize patterns and inconsistencies, and connect details to program outcomes.
• Communication and collaboration: Strong written, verbal, interpersonal, and reflective coaching skills; ability to work effectively across disciplines, leadership levels, and partnerships and serve children and families with dignity, respect, cultural responsiveness, and professionalism.
• Judgment and initiative: Ability to think critically, solve problems, exercise independent judgment and discretion, and work with minimal supervision; adaptability, willingness to learn, and ability to recognize when consultation or escalation is needed.
• Confidentiality and compliance: Sound judgment with sensitive information; ability to understand and apply policies, regulatory requirements, and internal controls. Must pass required background checks and meet applicable Head Start and NC DCDEE health and safety requirements.
• Schedule and travel: Ability to travel between sites and work occasional evenings and weekends as needed.