Project Coordinator

The Program Coordinator is responsible for handling all phases of data gathering and reporting for the program. Responsible for compiling performance statistics for continuous quality improvement and tracking performance towards contracted goals, maintaining hard copy and electronic records in accordance with applicable federal, state and local regulations, and adhering to established data processing and record maintenance procedures. Duties include maintaining updated manuals and policy issuances for staff reference, coordinating distribution of process and policy changes and updates in regulations to all staff, providing administrative support and quality assurance to maintain data integrity. Assists Manager in developing process, file and work flows, verifies files and data entry, and produces reports within specified deadlines and coordinates payment request processing.

PRINCIPAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

Oversees the operation of all internal and external unit data systems including program customer files, employer records, customer service data, training and program contracts, electronic requisitions, purchase orders, internal tracking mechanisms, reports and fiscal data directly related to customer expenditures.

• Facilitates and assists with creating process and workflows for the team.
• Trains and supervises Data Specialists and provides guidance and day to day oversight of their work.
• Responsible for overseeing and coordinating data entry and record maintenance to produce routine reports within specified timelines to applicable staffs and management for continuous quality improvement, efficiency, and monitoring of progress toward contracted performance goals.
• Responsible for maintaining current knowledge of program regulations, state management information system and internal database procedures and function and developing record keeping and/or system processes to incorporate changes in regulations or to maintain/increase efficiency.
• Responsible for maintaining records and reporting data for individual staff, centers and program activities and compiling comprehensive reports for continuous program and process improvements, accuracy in records and performance achievement.
• Responsible for ensuring that records are processed in accordance with program procedures and meet applicable governing regulations and internal guidelines. This includes checking data for accuracy and returning data to staff for correction as necessary to comply with contracted standards and avoid monitoring findings and disallowed costs.
• Responsible for assisting with internal review of program files to prepare for yearly internal and external monitoring with team.
• Responsible for maintaining updated versions of unit contracts, regulatory instructions, operations manuals, reference resources and policies/memos issued by local, State, and federal sources.
• Responsible for maintaining current knowledge of applicable program regulations and ensuring timely distribution to staff as well as training staff on new or updated database functions. Represents unit at all data system-related training sessions and meetings to maintain up to date knowledge of systems and makes recommendations for dissemination of information to staff.
• Responsible for gathering, reviewing, verifying, and preparing for Manager signatures the staff sign-in records, purchase orders, contracts and training agreements, transmittals, electronic requisitions, payment requests and all documents requiring approval.
• Responsible for developing and generating special reports as needed.
• Assists with researching, recommending, and processing requests for approval of new material, supplies, equipment, and software, per established agency procurement policies and procedures for the team.
• Providing technical assistance to staff at all SEMCA sites to ensure that data is entered into OS/MIS and/or any internal database and tracking systems and records are managed according to established policies and procedures and in compliance with program regulations.
• Responsible for organizing, tracking, and maintaining a smooth flow of customer data into and out of the SEMCA service centers.
• Responsible for assisting with monitoring and preparing for local, state, and federal monitoring visits and/or audits.
• Responsible for processing requests for all equipment service needs in accordance with established protocols to ensure equipment and systems remain operational with little or no down time. Coordinates scheduling of routine maintenance with DCC and related service providers.
• Assists program staff in creating and updating forms tracking mechanisms promotional material, brochures, flyers, announcements posters, signs, and related documents.
• Assists with all functions of the program departments including scheduling, maintaining of unit schedules and calendars, disseminating and distributing information to the team and AJC programs and partners.
• Responsible for executing mass mailings, including routine post-program follow-up, applicant inquiry correspondence, and registered mail.
• Assists with Resource Room operations as needed, including assisting job seekers and employers.

This is a new program, pending official contract.

EDUCATIONAL AND EXPERIENTIAL REQUIREMENTS:

This position requires and associate degree or coursework in Accounting CIS or Data Management and two (2) years of experience in managing/maintaining reports and records. Data Management in Federal, State, or local job training, and/or placement programs is preferred. The Program Coordinator is expected to possess expert level knowledge of Microsoft software, especially Excel and database operations.

This position requires extensive analytical, organizational, and problem-solving skills with a general knowledge of accounting principles, including expenditures, accounts payable/receivable, and customer database software operations. Must be able to comprehend, analyze and apply complex programmatic regulations to systems and processes, and relay resulting changes to management and staff.

Knowledge of the State One Stop Management Information Service System and APEX reporting system, the Michigan Talent Connect system, and state and federal reference sites as well as Internet resources as they relate to employment and training programs is preferred.

The Program Coordinator must possess excellent interpersonal and customer service skills; must be able to adapt to various customer situations and possess strong interpersonal skills to assist customers and staff in meeting their objectives, while complying with applicable regulations regarding record accuracy and service documentation.

The Program Coordinator must possess excellent written communication skills and the proven ability to articulate thoughts clearly on paper with proper grammar, punctuation, and the ability to apply language rules.

SUPERVISION: Yes

USE OF THIS POSITION DESCRIPTION:

This job description is not intended, nor should it be construed to be, an all-inclusive list of duties performed, but rather is to serve as a set of guidelines to act as a measure to assure fair and equitable pay decision regarding jobs at DCC. Individuals in this position are expected to perform other duties as requested.

Job Type: Full-time

Pay: $20.19 per hour

Expected hours: 15 – 25 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Compensation package:

• Hourly pay

Experience level:

• 2 years

Work Location: In person