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Position:
Child/Family Recruitment and Policy Council Coordinator (Bilingual)
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Location:
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Legacy Plaza, Tulsa, OK
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Job Id:
717
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# of Openings:
1
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Job Summary
Works under the direct supervision of the Assistant Director, Admissions & Recruitment. Responsible for comprehensive administrative and planning services in support of Child & Family Recruitment Services (CFRS) and the Early Childhood Programs Policy Council (PC). Acts as a liaison between internal departments to coordinate service delivery. Position requires evening and weekend work. Performs intermediate troubleshooting or analysis; requires interpretation of data using generally prescribed procedures. Frequent interaction to provide basic information; occasionally requiring detailed procedural explanations or technical response.
Responsibilities/Essential Functions
Child & Family Recruitment Services (CFRS):
- Recruitment Events: Responsible for scheduling, planning, event set-up, and participating at events that target eligible families sponsored by CFRS and/or community partners. Review and process external requests CFRS receives to take part in community sponsored events and submit proposals recommending participation.
- Coordinate with CFRS Specialists to enter and track all recruitment efforts in established databases.
- Responsible for following up with families who attend CFRS events to complete application intake and interviews. Required to complete data entry, determine eligibility, and waitlist families.
- Ensure viable recruitment initiatives data is collected for the annual End of Year Report and other reporting as needed and contribute to planning current and future recruitment efforts.
- Coordinate with Assistant Director to oversee contract timeline and processing for advertising partners. Reconcile and process invoices to ensure prompt payment.
Early Childhood Programs Policy Council (PC):
- Coordinate with the Family Services Advocate Team to schedule, plan and carry out annual PC recruitment and election activities for parents with children in school-based and home-based programs. Identify candidates and facilitate the election of Executive Committee Officers. When vacancies occur, work with FSA to identify parents to fill representative positions. Work with representatives to fill vacancies in officer positions. Provide training and guidance to representatives on parliamentary procedures and council governance.
- Responsible for coordinating preparations for executive and council meetings: Securing childcare staff, contacting representatives, updating rosters, ordering meals, set-up and clean-up meeting rooms and childcare space, tracking representative attendance, and distributing participation gift cards.
- Coordinate with CAP Tulsa Accounting department to purchase participation gift cards and process invoices for payment of meals, T-shirts, etc. Submit childcare staff sign-in sheets to Payroll.
- Responsible for translating written materials for meetings and training courses; including meeting agendas, memos for agenda topics, the representative handbook, council bylaws, and other procedural documents. Coordinate with the PC Secretary to prepare, edit and translate Executive and Policy Council meeting minutes.
- Perform other duties as assigned or requested for Child & Family Recruitment Services and ECP Policy Council.
Required Education/Experience
- Associate's degree required, preferably with a broad range of courses focused on grammar, writing, and language.
- 2 - 3 years of proven administrative, project planning, or equivalent work experience required.
- Intermediate to Advanced use of Microsoft Office required.
- Bilingual Spanish/English (verbal and written) required. Interpretation and/or Translation Certification from a credible association, college or university preferred.
Knowledge/Skills/Abilities
- Cultural Sensitivity: Must be sensitive to cultural differences, dialects, and expectations.
- Must have proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with intra-department and inter-department staff, vendors, clients, visitors, and contractors.
- Ability to follow verbal and written instructions. Ability to read, interpret, and present information efficiently and effectively in English & Spanish.
- Must be able to accurately audit records and ensure compliance with written or verbal guidelines.
- Ability to take initiative and work well under pressure.
- Must maintain strict confidentiality of extremely sensitive data, records, files, conversations, etc.
- Advanced organizational skills, efficiency skills and excellent attention to detail with a demonstrated commitment to completing assignments on a timely basis, frequently under tight deadlines.
- Knowledge of Parliamentary Procedures and Head Start Performance Standards related to ERSEA and Governance preferred.
Work location
In-person work and collaboration are requirements for this position. Employees are expected to physically report to assigned work site as scheduled by supervisor. At Agency discretion, this position may be allowed to engage in remote work for specified periods of time or a determined percentage of work schedule; however, this is not guaranteed. Temporary remote workdays may be approved for circumstances such as, but not limited to, inclement weather, special projects, or travel. These arrangements are approved on an as-needed basis, with no expectation of ongoing continuance. All remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.
Essential Physical & Mental Requirements
Work in a normal office environment. Employees are subject to standing, bending, stooping, lifting, pushing, pulling, walking, and carrying objects throughout their daily job performance. Frequent effort involved lifting amounts between 5 and 25 pounds required. Regular and reliable attendance required. Work requires advanced attention to detail and deadlines between 50% and 75% of the time. Driving is required regularly.
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Apply for this Position
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CAP Tulsa
remote work
Aug 19, 2025