Childcare Services Specialist

Austin Community College is a public two-year institution serving a multicultural population of approximately 41,000 credit students each Fall and Spring semester. We embrace our identity as a community college, promoting student success and community development through affordable access to higher education and workforce training.

About the role

The Childcare Scholarship Specialist administers childcare scholarship and Workforce-approved childcare referral programs to support parenting students by ensuring timely, accurate, and compliant processing of applications, contracts, payments, and case documentation.

Operates under the direct supervision of the department manager or designated supervisor. The role does not typically include formal supervisory responsibilities but may provide guidance to student workers or temporary staff as assigned. The position works independently within established guidelines and escalates complex or non-routine issues as appropriate.

Responsibilities

• Provide specialized assistance, insight, and support to various departments, including project support and analysis, record maintenance, and implementing policies and procedures.
• Assist with planning and organizing college events, such as fundraisers, alumni gatherings, community outreach programs, and other departmental projects as needed.
• Complete or monitor organizational functions or processes, ensuring accuracy, timeliness, and compliance with established policies and regulations. Track processes and prepare reports for management detailing quality of departmental actions.
• Handle correspondence, arrange meetings, and complete assigned tasks.

Program Administration

• Accept, log, track, and manage childcare scholarship applications and Workforce childcare referrals using Salesforce case management, ensuring accurate documentation, timely follow-up, and complete case records.
• Work directly with students to review enrolled course hours, calculate eligible childcare coverage levels, explain program requirements, and ensure childcare agreements accurately reflect approved attendance and funding amounts.
• Contact all childcare scholarship applicants and Workforce-referred students following determinations and document acceptances, denials, referrals, transitions between funding sources, and case outcomes in Salesforce.
• Provide direct support to students utilizing Workforce Referral Partner services, including explaining processes, timelines, documentation requirements, and eligibility coordination.
• Assist parenting students in understanding available childcare options—including childcare centers, home-based providers, and early childhood programs such as Head Start—and in navigating low-cost, reduced-cost, and subsidized childcare resources within the community.

Procurement, Contracts & Financial Processing

• Create, process, and track purchasing requisitions related to childcare contracts and Workforce-approved childcare students, ensuring accuracy and compliance with institutional, procurement, and program requirements.
• Serve as a primary point of contact for students, childcare suppliers, Workforce referral partners, the Texas Workforce Commission (TWC) Child Care Program, and ACC’s Procure-to-Pay (P2P) and Accounting departments.
• Establish and maintain systems to file and track childcare supplier applications, contracts, Workforce partner documentation, purchase requisitions, invoices, payments, and student case records.
• Assist with monthly invoicing and work with Accounts Payable (A/P) to expedite payments to childcare suppliers and resolve documentation or processing issues.
• Resolve issues related to contract setup, invoicing discrepancies, payments, enrollment changes, and course-hour adjustments in coordination with internal and external partners.

Compliance, Data & Reporting

• Ensure compliance with childcare scholarship guidelines, Workforce requirements, procurement policies, and institutional procedures.
• Compile, review, and analyze data related to childcare scholarships and Workforce referrals, including enrollment hours, agreement percentages, funding utilization, and expenditures.
• Prepare written and oral reports for internal and external stakeholders.
• Support audits, monitoring activities, and program reviews by compiling documentation, reviewing records, and responding to information requests.
• Coordinate data and documentation across multiple systems (e.g., Salesforce, Workday, Google Sheets) to ensure consistency between student records, procurement, and accounting processes.

Outreach, Partnerships & Continuous Improvement

• Support outreach and marketing efforts related to childcare scholarships and Workforce referrals in collaboration with internal and external partners.
• Build and maintain collaborative relationships with childcare providers and Workforce partners to support program participation and service continuity.
• Identify process improvements and recommend procedures or best practices to enhance efficiency, accuracy, and timeliness while maintaining appropriate internal controls.
• Manage multiple concurrent timelines and deadlines related to referrals, invoicing cycles, eligibility updates, and funding periods to ensure uninterrupted service delivery.
• Identify complex or non-routine issues related to childcare funding or payments and escalate concerns with analysis and recommendations to appropriate stakeholders.

Additional Responsibilities

• Plan, organize, and support parenting student engagement activities and events across the district.
• Assist with other initiatives, projects, and special assignments as required.

Requirements

• Understand and apply standard administrative procedures and practices, including record-keeping, scheduling, and office management.
• Demonstrate proficiency in both written and verbal communication to effectively interact with students, faculty, staff, and external partners.
• Utilize knowledge of data entry, database management, and the ability to maintain accurate and up-to-date records.
• Familiarity with college policies, state and federal regulations, and accreditation requirements to ensure adherence and proper documentation.

Skills

• Strong organizational abilities to manage multiple tasks, prioritize work, and meet deadlines efficiently.
• Effective interpersonal skills to interact smoothly with colleagues, students, and external partners, fostering a positive work environment.
• Strong analytical skills to interpret data, solve problems, and make informed decisions that support the college's administrative functions.

Qualifications

Minimum Qualifications:

• Bachelor’s Degree.
• Note: Four (4) years of related work experience OR Associate’s Degree plus two (2) years of related work experience can be substituted for the required education (plus the required experience noted below).
• One (1) year related work experience.

Preferred Qualifications:

• Experience in higher education or public-sector administration.
• Experience working with childcare subsidy programs or Workforce partners.
• Experience with contract management or public procurement processes.
• Bilingual or multilingual proficiency.

Physical Demands and Work Environment

• Physical Demands: Standard office environment.
• Work Environment: This position falls under ACC's Remote/In-Person framework.

Pay

$47,840 - $54,567