Careers Supporting Early Childhood Educations

Reports to: Program Manager of Professional Learning
Level: Staff

About First Up

First Up is committed to ensuring that all children have access to high-quality early childhood education by supporting the educators and leaders who serve them. We champion equity, respect, and continuous improvement in all we do.

Position Summary

First Up is seeking a highly organized, detail-oriented, and proactive Programs Coordinator to support the Professional Learning team. Reporting to the Program Manager of Professional Learning, the Programs Coordinator will provide essential administrative and operational support to ensure the effective coordination and delivery of First Up’s professional learning, training, and coaching programs.

This position will help manage the day-to-day logistics of training and coaching engagements, maintain program systems and records, support state, local, and private contract administration, coordinate data collection and quality assurance activities, and provide event and recruitment support.

The Programs Coordinator will serve as an important organizational link between the Program Manager, First Up staff, trainers, coaches, participants, partners, and other external stakeholders. The successful candidate will be comfortable managing multiple priorities and deadlines, working with detailed information, and using technology to keep complex programs organized and running smoothly.

 Key Responsibilities

• Provide day-to-day administrative and operational support to the Program Manager of Professional Learning.
• Coordinate schedules, meetings, communications, and logistics related to professional learning programs.
• Organize and maintain program records, files, calendars, and documentation.
• Track program activities, deadlines, deliverables, and follow-up items.
• Coordinate communication among internal staff, trainers, coaches, participants, and external partners.
• Identify administrative challenges and proactively support solutions to keep programs on schedule.

• Manage multiple projects and priorities while maintaining accuracy and attention to detail.

Training & Coaching Coordination

• Coordinate the logistics of training and coaching activities, including scheduling trainers, coaches, participants, and program activities.
• Coordinate in-person and virtual training logistics, including Zoom and Microsoft Teams.
• Support the preparation and distribution of training materials and participant communications.
• Track attendance and participation.
• Support evaluation and follow-up processes following trainings and coaching engagements.
• Maintain accurate records related to professional learning activities and participant completion.
• Support documentation necessary for continuing education and professional development requirements, including PA Keys/PQAS-related processes.
• Communicate with trainers, coaches, and participants to ensure timely completion of required activities and documentation.

Program Systems, Data & Quality Assurance

• Manage and maintain program information in Schoology, Virtual Classroom and the PA Keys Registry.
• Ensure program and participant information is entered accurately and maintained in a timely manner.
• Collect, organize, and maintain program data.
• Support the Program Manager with data tracking, reporting, and analysis.
• Assist with quality assurance practices to ensure program processes and documentation meet established standards.
• Monitor records for completeness and accuracy and follow up on missing or incomplete information.
• Support surveys, evaluations, and other data collection activities.
• Prepare spreadsheets, reports, and other materials to support program monitoring and decision-making.

Qualifications

• Five years of relevant professional experience in program coordination, administration, operations, education, nonprofit work, professional learning, or a related field.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Early Childhood Education experience is preferred but not required.
• High level of attention to detail and accuracy.
• Proficiency with Microsoft Office products, particularly Microsoft Excel.
• Experience using virtual meeting platforms such as Zoom and Microsoft Teams.
• Ability to learn and effectively manage databases, online learning platforms, registries, and other program-management systems.
• Strong written and verbal communication skills.

• Proven ability to maintain accurate records and handle detailed administrative processes.
• Experience working independently while knowing when to seek guidance or escalate an issue.
• Flexibility to support occasional evening and weekend events.
• Ability to travel locally as needed.

Work Environment

First Up is a hybrid working environment with office space available. This position requires proficiency in remote work software and tools for video meetings.  The option to return to in person work, when appropriate, may be required and will be discussed with the Director of Programs. Regional travel may be required – must be able to commute to all sites in the project via personal car or public transportation. This position also includes using office machines and may require ability to sit for long periods, stand, bend, and lift up to 50 lbs. Must be able to carry and perform competently on a laptop computer. Occasional evenings and weekends may be required.  Must be able to travel regionally to ECE sites.