Family and Community Engagement Coordinator

2 weeks ago

Tampa, Florida, United States Tampa Metropolitan Area YMCA Full time


Under the guidance of the Early Head Start (EHS) Program Director, the Family Services and Community Engagement Coordinator is tasked with utilizing professional knowledge and oversight within the ERSEA (Enrollment, Recruitment, Selection, Eligibility, and Attendance) Department, ensuring compliance with all relevant regulations as per applicable Performance Standards.

Responsibilities include analyzing, planning, implementing, and providing training on enrollment systems for the department. The Coordinator will maintain continuous communication with families and collaborate with various components of Head Start, such as health, nutrition, mental health, special services, parent engagement, and resource/referral, to integrate services into family settings.


KEY FUNCTIONS AND RESPONSIBILITIES:

  • Oversee Eligibility, Recruitment, Selection, Enrollment, and Attendance processes.
  • Contribute insights and solutions for the development or revision of the agency's ERSEA systems, policies, and procedures.
  • Process applications for Head Start and assess qualifications based on program guidelines.
  • Conduct orientations for families entering the EHS program.
  • Ensure that sites maintain funded enrollment levels and manage waiting lists, as well as address vacancies as necessary.
  • Monitor attendance of children in assigned classes and follow up on absences as required.
  • Analyze reasons for absenteeism when average daily attendance drops below 85%.
  • Evaluate community assessment data and facilitate planning efforts to determine design options, recruitment strategies, and enrollment guidelines for Head Start.
  • Maintain and oversee comprehensive eligibility files consistently.
  • Prepare and submit required reports by established deadlines.
  • Conduct a Family Needs Assessment and Family Partnership Agreements with assigned families, making appropriate referrals to community resources. Maintain regular contact with families to stay informed about their needs and interests through various communication methods, including home visits if necessary.
  • Provide parents with information regarding health screenings and follow-up appointments for Head Start children, ensuring all required follow-ups are completed. Maintain health records for assigned children.
  • Deliver quality health and social services to Head Start children and families in accordance with Head Start guidelines.
  • Offer support to empower families in their efforts to enhance their family life.
  • Facilitate transition meetings for families with children aged 30 months to ensure a smooth transition from Early Head Start to Head Start.
  • Regularly update and monitor our Head Start Management System (ChildPlus).
  • Engage in recruitment activities, including agency and community outreach/events, and distribution of materials as assigned.
  • Participate in staff and parent meetings, as well as other meetings and workshops as assigned.
  • Recruit parents for the parent committee and policy committee.
  • Collaborate with operations, program director, and administration director to plan and lead policy committee meetings, establishing long and short-term improvement goals.
  • Maintain, monitor, and submit required reports by established deadlines; review and analyze monthly reports, including attendance, and report any discrepancies or concerns to operations and program director.
  • Generate and submit weekly and monthly enrollment reports for the Grantee Family and Community Engagement Manager.
  • Assist the Administration Director in planning and coordinating special events (health and program events), ensuring all logistics are in place and timelines are met.
  • Support the Administration Director with inputting Health Documents into the Head Start Management System (ChildPlus) as needed.
  • Organize and conduct monthly parent meetings.
  • Perform additional duties as assigned.

EDUCATION/EXPERIENCE REQUIRED:

  • Bachelor's Degree in social work, human services, family services, counseling, or a related field, or attain within eighteen months of hire, at a minimum, a credential or certification in social work, human services, family services, counseling, or a related field.
  • Minimum of 1 year of Early Head Start (EHS)/Head Start (HS) experience preferred.
  • Ability to establish effective working relationships with co-workers, supervisors, and families.
  • Strong verbal and written communication skills, along with effective organizational skills, including time management and prioritization.
  • Proficient in Microsoft Office.
  • Bilingual English/Spanish preferred.

CERTIFICATIONS/TRAININGS REQUIRED:

  • Must obtain and maintain current certifications in CPR, First Aid, AED, and Oxygen Administration within 30 days of employment.
  • Maintain other required certifications as stated in the training matrix.

WORK ENVIRONMENT AND PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job, including but not limited to:

  • Sufficient strength, agility, and mobility to perform essential functions and supervise program activities in various indoor and outdoor locations.
  • Regularly required to use a computer for extended periods and communicate using a computer and authorized work phone/smart device.
  • Ability to instruct and observe participants during program activities.
  • Frequently required to see, observe, and hear all participants, making sound judgments and decisions.
  • Ability to perform all physical aspects of the position, including leading classes, walking, standing, bending, reaching, and lifting.
  • Ability to sit and reach, and must be able to move around the work environment.
  • Hear noises and distress signals in the program environment, including in the classroom and surrounding areas.
  • Must have flexibility and the ability to adapt to changing circumstances.
  • Ability to lift and move a minimum of 30 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
  • Ability to work in various environments, specifically those subject to extreme humidity/dampness, heat, and cold.
  • The noise level in the work environment is usually moderate to high.
  • This position requires reliable transportation and willingness to travel as needed.
  • Availability to work flexible hours, including evenings, weekends, and holidays as needed.

ACCOUNTABILITY:


Accountable for the completion of assigned goals as measured by the number of people served, cause-driven measures, service satisfaction scores, operating results, and supervisor evaluation of assigned duties. Responsible for meeting and exceeding all State licensing standards as well as Association Operating Guidelines.

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