Program Coordinator, (1166)

Catholic Charities Archdiocese of Washington; West Virginia; On-site; USD 42,000 - 64,000; Full time

Job summary

Catholic Charities of the Archdiocese of Washington is seeking a Program Coordinator to oversee daily administrative functions for children and families.

You will be the first contact for new families, manage enrollment, subsidies, and support licensing and funding compliance with the Sr. Program Manager.

Qualifications

• Associate degree required; two years supporting a mid-to high-level administrator preferred.
• Experience in fast-paced school, nonprofit, or human services environment is desirable.

Responsibilities

• Manage daily center operations, enrollment documentation, attendance tracking, calendars, rosters, and reporting, compliant with licensing and funding.
• Oversee enrollment and family engagement; act as first contact for prospective families and tours.
• Complete required trainings for CACFP and Child Care Subsidy Program; ensure program compliance.
• Guide families through subsidy/enrollment applications, verify eligibility, and maintain required documentation.
• Support financial operations through tuition billing, budget monitoring, and grant compliance.

Skills

Customer service

Microsoft Office Suite

Education

Associate’s degree

Tools

Data management systems

Job description

Description

ORGANIZATION OVERVIEW:

At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our “promote from within” culture. We offer professional development, a comprehensive benefits package, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities.

Join us in Inspiring Hope and Building Futures.

JOB SUMMARY:

The Program Coordinator is responsible for overseeing daily administrative functions to ensure high-quality services for children and families. This position serves as the first point of contact for new families, coordinates enrollment and subsidy processes, supervises temporary staff and volunteers, and supports administrative, marketing, and compliance functions of the Child Development Program. The Program Coordinator works closely with the Sr. Program Manager to maintain compliance with licensing, funding, and program standards.

SUPERVISORY RESPONSIBILITY:

Provides supervision of temporary staff and volunteers.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Manage daily center operations, including child records, enrollment documentation, attendance tracking, calendars, rosters, filing systems, and program reports in compliance with licensing and funding requirements.
• Oversee enrollment and ensure that enrollment benchmarks are attained; family engagement efforts by serving as the first point of contact for prospective families, conducting tours, processing applications, maintaining enrollment records, and providing excellent customer service.
• Complete and maintain all required training and certifications for the Child Care Subsidy Program and the Child and Adult Care Food Program (CACFP) to ensure program compliance.
• Manage all aspects of the childcare subsidy and CACFP process, including guiding families through the application and enrollment process, verifying eligibility, maintaining attendance and required documentation, submitting reports, and serving as the primary liaison with both agencies and funding partners.
• Support financial operations through tuition billing, payment tracking, budget monitoring, grant compliance, vendor management, and reconciliation of program funds.
• Coordinate office operations, including vendor contracts, supply requests, correspondence, administrative systems, and documentation to support efficient program operations.
• Lead marketing and community outreach efforts to increase enrollment, strengthen partnerships, and enhance program visibility through events, communications, and community engagement activities.
• Supervise and coordinate all temporary staff and volunteers, including requesting staffing support, scheduling assignments, providing orientation and guidance, monitoring performance, maintaining documentation of hours worked, managing related budgets, and approving invoices.
• Maintain compliance and quality assurance by supporting audits, inspections, record reviews, continuous quality improvement initiatives, policy updates, and required reporting.
• Develop and maintain tracking systems for critical deadlines, audits, contract renewals, enrollment data, and operational priorities.
• Utilize program management systems and databases to maintain accurate student, family, financial, and operational information.
• Serve as a collaborative partner to leadership, teaching staff, families, and external stakeholders while providing operational leadership and continuity of services in the absence of program leadership.
• Acts as back-up to the building Receptionist and FERC when required.
• Utilizes a variety of systems to manage student data and/or program needs: Recologic, SEA, Quickbase, Orchard, OATS, etc.
• Prepares student/parent information packets and letters, as needed, for pick up and/or mailing.
• Performs other job-related duties as assigned.

Requirements

EDUCATION and EXPERIENCE:

• An Associate’s degree from an accredited college/university.
• Two (2) years’ experience supporting a mid-to high-level administrator in a fast- paced environment, preferably in a school, non-profit or human services environment.

SKILLS and COMPETENCIES:

• Excellent customer service skills.
• Advanced proficiency in Microsoft Office Suite and experience using data management systems, databases, and administrative tracking tools to maintain accurate records and generate reports.

Work Schedule:

Monday - Friday, 8:30 AM - 5:00 PM