Office Coordinator/ERSEA Specialist at Pierce College

The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. The Pierce College District is committed to being an anti-racist institution; to truly be anti-racist we must work deliberately to eliminate barriers that have prevented the most promising and capable students from entering and thriving in college.

This dual-role position at Pierce College Puyallup combines responsibilities as Program Coordinator and Head Start/Early Head Start ERSEA (Eligibility, Recruitment, Selection, and Enrollment) Specialist. Key duties include recruiting and onboarding families, managing enrollment records, maintaining files, preparing billing reports, and ensuring compliance with state and federal regulations. The role also involves collaborating with the Family Advocate to implement ERSEA standards, monitoring the program budget, handling phone inquiries, coordinating schedules, and providing administrative support to the Director of Child Development Centers.

This position reports to the District Director of Child Development and requires regular and consistent attendance.

About the District:

Pierce College enjoys a strong presence in the community and participates in innumerable partnerships with business, community, government, and educational organizations. Want a feel for our District? Take a peek with aerial campus views!

Pierce College Fort Steilacoom

Located on a beautiful 140-acre site adjacent to a 340-acre community, recreational park, and Waughop Lake.

Pierce College Puyallup

Located on an expansive site with 125 acres of wooded land with beautiful hideaways.

Pierce College at JBLM

Located at the Joint Base Lewis-McChord military sites, serving many of our military and active-duty families serving our country.

The Program Coordinator will be responsible for the following but not limited to:

Program & Clerical Support

• Support daily operations by maintaining accurate records, tracking parent/child files, billing hours, and waiting lists, and ensuring documents are organized and filed.

• Enter enrollment data and update student information in the childcare database.

• Maintain attendance records for billing and reporting and assist with OSPI (Office of Superintendent of Public Instruction) program documentation.

• Create and manage spreadsheets, analyze data, generate reports, and draft correspondence or printed materials.

• Conduct research and schedule appointments and meetings for the Director.

Provides Independent Family Support

• Collaborate with the Family Advocate to recruit, select, and enroll eligible children, ensuring compliance with federal guidelines and complete program enrollment.

• Administer Head Start standards to maintain program eligibility and regulatory compliance.

• Participate in workshops, meetings, and community events to exchange information and support outreach efforts.

• Assist with health screenings, immunization verifications, and referrals to promote treatment and meet program requirements.

• Engage with low-income communities, leaders, and organizations to recruit families, build partnerships, and develop resources.

Customer Service

• Greet visitors; answer inquiries about enrollment, childcare policies, fees, and billing.

• Assist parents with enrollment paperwork and explain procedures.

• Use independent judgment to release student information in compliance with college policy and FERPA (Family Rights and Privacy Act).

Budget and Resource Monitoring

• Monitor department expenditures, reconcile disbursement logs, and manage Accounts Receivable, including tuition payments and fund records.

• Track and verify purchase requisitions, order supplies, and maintain inventory in coordination with staff.

• Perform complex word processing tasks and assist in preparing reports and funding proposals.

Participate in Center/Community Activities

• Coordinate arrangements for program activities such as meetings and special events.

• Other duties as assigned.

Education Required

• High school Diploma or GED.

Special Requirements

• The successful candidate must consent to and pass a criminal background check, including a background check through the Department of Children, Youth, and Families/Managed Education and Registry Information Tool (DCYF/MERIT)

after a conditional offer of employment.

• Written proof of measles, mumps, and rubella (MMR) vaccine prior to starting work.

• Written proof of Tuberculin (TB) testing prior to starting work.

• Valid Food Handlers Permit upon employment.

• Valid First Aid and CPR Card upon employment.

• Completion of HIV/AIDS training upon employment.

• Valid Washington State Driver's license and reliable transportation.

Required Knowledge, Skills, and Abilities

Computer skills

• Advanced MS Excel skills for creating complex spreadsheets, using formulas, linking worksheets, and importing data.

• Proficient in MS Word for document creation, formatting, editing, and mail merge.

• Skilled in Outlook for email composition, calendar management, and scheduling meetings.

Customer Service

• Ability to anticipate, assess, and respond effectively to the needs of diverse customers, making excellent customer service a high priority to attract, support, and maintain our customer base.

Communication

• Strong written and oral communication skills with the ability to clearly and effectively communicate with individuals and groups within and outside the College.

Teamwork

• As an active member of a team, have the ability and desire to work cooperatively with others, participate in and foster teamwork, and influence others within a team.

Interpersonal Skills

• The ability to notice, interpret, and anticipate others' concerns and feelings and to communicate this awareness empathetically to others.

Job Management

• Take responsibility for performance by setting clear goals and balancing critical job requirements through the proper use of task management, results orientation, stress management, and problem-solving skills.

Stress Management

• Remain calm under stress. Can effectively handle several problems or tasks at once. Controls his/her response when criticized, attacked or provoked.

• Maintain a sense of humor under difficult circumstances.

• Manage own behavior to prevent or reduce feelings of stress.

Problem-solving

• Ability to break a complex task or problem into its parts and consider each part in detail.

Multi-Tasking

• Prioritize and perform multiple tasks in the same timeframe, handle interruptions appropriately, and return to incomplete tasks.

Equity, Diversity, Inclusion Responsiveness

• Value organizational diversity; treat others respectfully; promote cooperation; effectively manage relationships.

• Recognize, understand, and appreciate cultures involving diverse people; integrate Equity, Diversity, and Inclusion concepts into day-to-day operations.

Application Requirements

To be considered for this position, applicants must:

• Meet the required qualifications as outlined in this announcement.

• Complete the online application profile at:https://www.pierce.ctc.edu/hr.

• Apply for the specific job opening.

• Upload (attach) a cover letter addressing how you meet the required qualifications outlined in this announcement. (Cover Letter)

• Upload (attach) a detailed rsum of all educational and professional experience. (Rsum)

• Transcripts are not required to apply for this position; however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education and/or coursework.

• Please note: Certain positions require specific levels of educational attainment, such as a post-secondary degree, licensures, or certifications. To evaluate applicant materials to determine if the minimum qualifications are met, information regarding your education and experience should be included in your application materials.

• Applications without transcripts attached may receive notification that their application materials are incomplete. If you receive a notice and information has been provided elsewhere in your application materials, please disregard it. (Unofficial transcripts are acceptable for the application process; official transcripts are required upon hire). (Transcripts)

• Upload (attach) a list of at least three (3) professional references with names, telephone numbers, and e-mail addresses. One of which must be your current or most recent supervisor. Letters of recommendation will not be accepted. (References)

Provide a response to the following question. (Supplemental Question)

• How will you support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world? How has your previous education and/or professional experience contributed to your effectiveness in promoting a climate of student success for a diverse community of learners? Please limit your response to a maximum of 500 words.

Special Note: To ensure consideration, application materials should be received by 5:00 p.m. on the closing date.

All correspondence regarding your application status will be sent to the email address associated with your SCHOOLJOBS.COM account. Please make sure to check your spam folder periodically in the case of an automated, incorrect delivery.

Terms of Employment

This is a full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. This position is permanent after serving a 6-month probationary period. The primary work location will be at Pierce College Fort Steilacoom campus. Occasional travel to Pierce College campuses or sites may occur. Work hours are between 7:30 a.m. and 4:00 p.m. Monday through Friday, with occasional evenings, weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites.

Salary & Benefits

The starting salary of this position is $3,811.00 to $4,517.00, dependent upon qualifications, with periodic increments up to $4,632.00 monthly. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental, and vision insurance. Life and long-term disability insurance plans; vacation, sick, and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at https://www.pierce.ctc.edu/hr- benefits.

Physical Work Environment

This position requires working indoors in an open office environment, which requires visual concentration on detail, dexterity, and precision. It is also subject to frequent noise and interruptions and may require occasional lifting and holding of children up to 40 lbs. in case of an emergency.

Reasonable Accommodation

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342. Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process

Only those candidates who have complied with the application process and meet the required qualifications will be considered. After reviewing the application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Please note: This is a competitive selection process. Your application materials will be reviewed and evaluated based on the minimum qualifications listed for the position. Applicants whose qualifications most closely correspond to the District's needs will be eligible for further consideration. Notification of application status occurs typically 4 to 6 weeks after the closing date. Short notice may be given to applicants to participate in further selection processes, which may include written, oral, and performance examinations and final interviews.

Conditions of Employment:

Prior to the start of employment, finalist(s) for this position will be subject to a pre-employment background check as a condition of employment. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Conditional offer letters will be accompanied by a declaration and authorization to release information form to be completed by the applicant. Disclosure is required under Washington State Law RCW 28B.112.080.

An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.

Pierce College has adopted a Drug-Free Workplace policy. Employees must agree to abide by the policy's requirements as a condition of employment.

Bargaining Unit:

This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity:

The Pierce College District is an equal-opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.

For more information about this position or assistance regarding your application, contact Human Resources at: jobs@pierce.ctc.edu

Questions regarding equal employment opportunities or discrimination may be directed to the following:

Sean Cooke - Title IX Coordinator

(253) 840-8472

Davi Kallman - ADACO/Section 504 Coordinator

(253) 912-3715

Deena Forsythe - Interim Vice President for Human Resources

(253) 964-6586

Paula Henson-Williams - District Affirmative Action Officer

(253) 864-3229