Data and Administrative Coordinator

Description

Who We Are 

CENTER FOR FAMILY LIFE, a nationally recognized social service program in Sunset Park Brooklyn, is seeking a Data and Administrative Coordinator to join our school-based team at PS 503/506. CFL has developed a thriving continuum of youth development and community-building programs at twelve neighborhood schools. These programs are hubs of enriching, supportive, and inclusive activities that bring together children, youth, and adults from our diverse community.  

Position Summary 

The Administrative and Data Coordinator will be responsible for the design and oversight of office operations and data management for our largest school based partnership that includes extensive daily activity schedules and attendance taking for school year and summer programming to ensure contract compliance and deliverables to public and private funders.  

The Administrative and Data Coordinator will be a member of the Leadership Team of social workers and teaching artists who implement year-round youth development programs. The Administrative and Data Coordinator will be expected to engage with parents, school staff, and students and to train and supervise a small team of data entry staff.
 

Position Type: Full-time, non-exempt

Weekly Hours: 35 hours

I. Responsibilities include but are not limited to: 

Data Coordinator responsibilities 

• Organize and oversee all aspects of student enrollment and attendance-taking, including management of online and paper applications and student files 
• Oversee all data entry activities including entering work scopes and activity schedules, completing online student enrollment, daily attendance data collection, monthly attendance reports, and database system management for 3 public contracts plus private funders 
• Design, develop, and modify data infrastructure to accelerate the processes of data entry, analysis, and reporting 
• Train and supervise a small team of data entry staff 
• Ensure the integrity of the electronic data, check for completeness of data captured and transmitted, and provide quality assurance of the data. 
• Collect, aggregate, and report on data to public and private funders 
• Work closely with multiple stakeholders including agency and school staff, parents, students, and external evaluation consultants 
• Work closely with site director and agency director of analytics to compile reports as neede 
• Supervising 3 part-time admin staff members 
• Planning and facilitating the weekly Data and Admin leadership team meetings 
• Compiling and reporting attendance for Club programs 
• Generating attendance reports and other data reports as needed 

Administrative Coordinator responsibilities 

• Compile and submit monthly expense reports for program purchases 
• Complete paperwork for new hires and liaise with HR to ensure timely onboarding 
• Maintain office equipment and supplies, including ordering, repairs, and organization of the office 
• Liaise with IT department for tech needs for the program 
• Oversee onboarding and compilation of staff files to ensure agency, state, and city compliance 
• Track spending and staff hours for budget compliance 
• Oversee organization of record-keeping logs, files, and other office materials 
• Parent communication regarding student absences, health issues, behavior issues 

II. Qualifications 

• Bachelor’s Degree required. 
• 1-3 years of professional data management experience, preferably in the nonprofit sector. 
• Flexible, with the ability to manage tight deadlines and competing priorities and strategize in a rapidly changing environment. 
• In-depth understanding of Excel, use of pivot tables, and other modern database and information technologies 
• Strong attention to detail is a must 
• Excellent problem-solving and analytical skills. Strong interpersonal skills and experience working with diverse populations. 
• Comfort working in a fast-paced, dynamic school environment 
• Bilingual Spanish or Mandarin a plus 

III. Physical & Work Conditions 

• Work primarily takes place in a community-based setting within shared spaces.   
• Most time is spent sitting at a desk using a computer with travel to school sites on an as needed basis. 
• Ability to lift up to 20 lbs. 

VI. Benefits 

• Medical, dental, vision, and life insurance benefits along with the opportunity to participate in additional voluntary life, disability, flexible spending account,