Administrative Coordinator

About the role

The Administrative Coordinator plays a critical cross-site role in supporting the Directly Operated Programs (DOP), including Educare Chicago, Lake County Early Learning Centers, and Healthy Parents & Babies. This position strengthens coordination, consistency, and efficiency across all sites by managing shared administrative systems, facilitating operational processes, and supporting compliance and reporting requirements.

Responsibilities

• Cross-Site Coordination & Systems Management. Serve as the central coordinator for shared administrative systems across all DOP sites. Maintain and monitor cross-site calendars, including operational, training, and compliance timelines. Ensure consistency in administrative processes, documentation, and communication across sites. Track and follow up on action items from DOP leadership and management meetings to ensure alignment and accountability.
• DOP Leadership & Meeting Support. Coordinate and support DOP leadership and cross-site meetings, including scheduling, agenda development, and material preparation. Facilitate documentation of meetings, including capturing key decisions, tracking action steps, and maintaining organized records. Ensure follow-up and alignment between meeting outcomes and cross-site priorities.
• Compliance, Monitoring & Reporting. Support monitoring of Head Start Performance Standards and licensing requirements across all sites. Maintain centralized documentation for federal, state, and local reporting (OHS, DFSS, DCFS). Track deadlines for grants, reporting requirements, and licensing renewals. Assist in preparation for audits, federal reviews (e.g., FA2), self-assessments, and monitoring visits.
• Data & Administrative Systems Support. Maintain and organize key administrative and program data across sites, including training records, compliance documentation, and enrollment tracking support. Support data entry, tracking, and reporting to inform leadership decisions. Coordinate systems for maintaining personnel documentation in collaboration with site-based administrative staff.
• Onboarding & Content Area Coordination. Coordinate onboarding processes for new staff across DOP sites, ensuring alignment by program type (Early Head Start, Head Start, Home Visiting) and content areas (Education, ERSEA, Family Support, Health/Mental Health, PMQI). Partner with content area managers to organize onboarding schedules, required trainings, and documentation. Maintain onboarding trackers to ensure completion of required trainings, certifications, and compliance requirements.
• Shared Resources, Vendors & Operational Support. Coordinate procurement, inventory tracking, and distribution of shared resources across sites (e.g., parent store supplies). Support is required for reporting related to shared resources and program operations. Serve as liaison for consultant and vendor contracts, including tracking deliverables and maintaining documentation. Support logistics for cross-site family engagement initiatives and events. Assist with coordinating communication efforts across sites as needed.
• General Responsibilities. Perform additional job-related duties and special projects as assigned to support program operations and cross-site coordination. Maintain confidentiality and adhere to all Start Early policies and Standards of Conduct. Support a safe and compliant environment, including adherence to active supervision expectations.

Requirements

• A minimum of 2–3 years of administrative or program coordination experience is required, preferably in early childhood or federally funded programs. Knowledge of Head Start regulations and performance standards is preferred.
• The ideal candidate will demonstrate experience managing multiple priorities, meeting deadlines, and coordinating across teams, with experience supporting multi-site programs strongly preferred. The ability to work collaboratively as a cooperative and supportive team member is essential.
• Strong organizational, communication, and interpersonal skills are required, along with the ability to respond in a manner that demonstrates respect and professionalism.
• The candidate must be able to exercise discretion and maintain confidentiality when handling sensitive information and materials. Basic proficiency in computer applications is expected, along with the ability to learn and adapt to new systems and technology as needed.
• The position requires the ability and willingness to work in programs serving high-risk, low-income communities. Regular travel between program sites in Chicago and the surrounding suburbs is required. The candidate must be able to work on a flexible schedule between the hours of 7:00 a.m. and 6:00 p.m., including occasional evening meetings as needed.
• Training or professional development in project coordination or project management, data systems or database management, and technology platforms that support program operations is strongly preferred. Exposure to Head Start or other compliance-related training is also beneficial to support understanding of regulatory requirements and program expectations.
• Ability to utilize data for tracking and reporting, support the implementation of systems and processes, and contribute to continuous improvement of workflows is essential.
• TB test. (Initial physical exam cannot be dated more than 6 months prior to the 1st day of employment.) Two doses of MMR, and a TDAP less than 10 years old. General classroom conditions. Exposed to moderate noise levels. Job requires lifting up to 40 pounds. Must be able to stoop, kneel, crouch, and crawl. Should be able to run. Must be mobile; ability to sit on the floor and stand. Ability to clearly hear and understand.

Qualifications

• A bachelor's degree (preferred) in Business Administration, Public Administration, Early Childhood Education, or a related field.

Skills

• Experience managing multiple priorities, meeting deadlines, and coordinating across teams.
• Collaborative and supportive team member.
• Strong organizational, communication, and interpersonal skills.
• Discretion and confidentiality when handling sensitive information.
• Basic proficiency in computer applications.
• Training or professional development in project coordination or project management, data systems or database management, and technology platforms that support program operations.
• Exposure to Head Start or other compliance-related training.
• Ability to utilize data for tracking and reporting, support the implementation of systems and processes, and contribute to continuous improvement of workflows.

Benefits

Comprehensive Health Plans, Commitment to Diversity & Inclusion, Holistic Wellness Program, Professional Development Program, 401k Contribution, Paid Volunteer Days, 6 months paid parental leave, and much more.

Pay

$52,280.00 - $58,000.00

Schedule

Flexible schedule between the hours of 7:00 a.m. and 6:00 p.m., including occasional evening meetings as needed.