TEACH Early Childhood INDIANA Project Assistant/Advisor

INDIANA ASSOC FOR THE EDUCATION OF YOUNG CHILDREN; Indianapolis (IN); Hybrid; USD 52,000 - 66,000; Full time

Job summary

INDIANA ASSOC FOR THE EDUCATION OF YOUNG CHILDREN seeks a program coordinator to manage TEACH Indiana scholarship processes, oversee data integrity, and support regional casework. The role includes liaising with recipients, colleges, and sponsors, while handling payments and reporting.

Hybrid remote work is typical, with emphasis on accuracy, organization and cross-functional collaboration to advance education initiatives in Indiana.

Qualifications

• Bachelor degree in Business or related field is required.
• Experience creating routines and ad hoc reports.
• Ability to discuss analytical findings orally and in writing using narrative and visuals.
• Proficient with Microsoft Office applications.
• Strong database skills, especially FileMaker Pro.
• Ability to multitask and adapt to change.

Responsibilities

• Review scholarship applications and award decisions after consulting with the TEACH Director.
• Build and maintain relationships with recipients and sponsoring programs.
• Batch and track claims, payments and deliver to accounting.
• Create check requests based on payment procedures.
• Document and track received funds.
• Distribute invoices to individuals and sponsors for program services.
• Generate financial reports.
• Provide front-desk reception back-up coverage.
• Give general program information over the telephone.
• Compile, distribute and direct all incoming and outgoing mail and correspondence.
• Prepare and maintain files for scholarship recipients and sponsoring programs.
• Contact providers to update information.
• Enter, track and verify data in FileMaker Pro and Excel.
• Maintain accurate and orderly data and filing systems.

Skills

Analytical thinking

Communication skills

Multitasking

Organization

Education

Bachelor degree in Business or related field

Tools

Microsoft Office Suite

FileMaker Pro

Job description

1. Review scholarship applications and make awards after consulting with the TEACH Director
2. Build and maintain relationships with recipients and sponsoring programs
3. Batch and track claims, payments and deliver to accounting
4. Create check requests based on payment procedures
5. Document and track received funds
6. Distribute invoices to individuals and sponsors for program services
7. Generate financial reports
8. Provide front-desk reception back-up coverage
9. Give general program information over the telephone
10. Compile, distribute and direct all incoming and outgoing mail and correspondence
11. Prepare and maintain files for scholarship recipients and sponsoring programs
12. Contact providers to update information
13. Enter, track and verify data in FileMaker Pro database and Excel
14. Maintain accurate and orderly data
15. Maintain an effective and orderly filing system

Caseload Management

Advising and Case management- Maximum of 100 (70% )- Fort Wayne and Marion Region

1. Support the professional development of: Licensed Child Care Center, Family Home, Registered Ministry, Paths to Quality Providers, and Staff, and Career and Technical High School Students.
2. Present scholarship programs to child care centers, owners, community colleges, teachers, family child care providers and related-service agencies.
3. Recruit candidates for the T.E.A.C.H. Early Childhood® INDIANA through engaging with recipients, sponsors, participating colleges and universities, and key stakeholders in a dialogue about education and compensation initiatives
4. Provide scholarships to a diverse array of early care and education providers within the state that reflect:
5. Introduce and track recruitment of participants from within assigned service area by mail, phone and other methods of outreach including presentations to early childhood classes and conferences.
6. Develop relationships with the existing technical and community colleges within the state.
7. Stay abreast with the Child Development Associate (CDA), Associate degree academic tracks , Child Care Block Grant Training requirements, and Licensing and Path to QUALITY™ professional development standards.
8. Explain program practices, policies and procedures to recipients and sponsors as needed.
9. Assure that the Early Childhood Chair and the finance officer at the community colleges have the list of T.E.A.C.H. recipients approved for scholarships each term.
10. Attend colleges conferences as instructed.
11. Facilitate communication between the scholarship recipients and the participating two-year programs.
12. Provide individual professional development counseling and guidance to T.E.A.C.H. scholarship recipients and document in the T.E.A.C.H. database to be monitored through the T.E.A.C.H. license.
13. Treat information on Indiana Association for the Education of Young Children clients (individual people and organization), staff and Board members in confidential manner.
14. Perform other tasks as deemed appropriate by the Senior Director of T.E.A.C.H. Early Childhood® INDIANA project

Requirements

1. Minimum of Bachelor degree in Business or a related field.
2. Must have experience in the creation of routines and ad hoc reports.
3. Must be able to provide oral and written discussion of analytical findings using narrative and graphic forms.
4. Applicant will be subject to criminal history check as required by the OECOSL
5. Computer proficiency with all Microsoft Office Application.
6. Strong database skills, File Maker Pro.
7. Ability to work well with a variety of people.
8. Demonstrated proficiency in math and or project analysis.
9. Effective oral and written communication skills.
10. Ability to multitask.
11. Ability to adapt readily to change
12. Exhibit strong organizational skills
13. Ability to lift 20 lbs.
14. Work is normally performed in a hybrid remote work environment.
15. No or very limited exposure to physical risk.