Lolie Eccles Family & Administrative Coordinator

Position: Lolie Eccles Family & Administrative Coordinator

Full Time Equivalency: 1.0

Hours/Week: 36 hours/week

Compensation: $21/hr

Reports to:  Director of Lolie Eccles Early Education Center

Internal Jobe Code: CS-LE-FAC

Date Posted: 6/3/2026

Organization Overview

Since 1906 YWCA Utah has been a voice for women, a force for change, and a place for hope. Our enduring belief is that better lives for women – all women – will lead to stronger families and communities.  YWCA is Utah’s most comprehensive provider of family violence services; our programs include walk-in services and a crisis line, emergency shelter, transitional housing, children’s programs, and a vast array of supportive services. In addition to our work in the area of family violence, the YWCA also reaches out broadly into the community with offerings for every woman, including a nationally accredited child care and early education center, leadership opportunities for women at all life stages, and opportunities to participate more fully in civic life. 

Mission: YWCA Utah is dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom, and dignity for all.

Benefits:
In addition to being a part of an organization dedicated to race & gender equity in Utah, benefits of working at YWCA include:    

• We pay for you to earn your Child Development Associate (CDA) Credential
• Discounted, on-site, community early child education (based on availability)
• Vacation, sick, and bereavement time available to all regular employees (amount accrued varies based on hours/week)
• Paid Parental Leave (sixteen weeks for birthing parent, eight weeks for non-birthing parent, adoptive parent, or surrogate-intended parent, and four weeks for foster placement)
• 15 Paid holidays
• YWCA Retirement Fund (401a): Employer contribution of 10.5% of gross annual salary when eligible – employee contributions to this fund are not required
• Professional development with internal and external training opportunities
• Free CuraLinc Employee Assistance Program which provides employee support resources including access to counseling and mental health resources

Position Summary

The Family & Administrative Coordinator provides administrative and operational support to the Children's Services Director. This position serves as a primary point of contact for prospective and enrolled families and is responsible for managing enrollment processes, maintaining child and family records, supporting tuition administration, coordinating communications, and ensuring compliance with licensing, food program, and accreditation requirements.

The Family & Administrative Coordinator supports families throughout the entire enrollment lifecycle, from initial inquiry and center tours through enrollment, attendance, and withdrawal. This position plays a key role in maintaining accurate records, ensuring regulatory compliance, and fostering positive relationships with children, families, and community partners.

Essential Job functions

Family Enrollment & Admissions

• Serve as the first point of contact for prospective families.
• Respond to inquiries regarding enrollment, tuition, programs, and availability.
• Schedule and coordinate center tours for prospective families.
• Maintain waitlists and enrollment tracking systems.
• Prepare, distribute, collect, and process enrollment paperwork.
• Ensure all required enrollment documents are completed prior to a child's start date.
• Coordinate onboarding communications with newly enrolled families.
• Conduct enrollment and withdrawal processing.

Family Records & Compliance

• Maintain accurate child and family records in Procare and other required databases.
• Track and collect required licensing documentation, including immunization records, health assessments, emergency contacts, and annual updates.
• Complete and submit Annual Immunization Reports.
• Monitor expiring records and communicate with families regarding required updates.
• Assist with licensing, accreditation, and audit preparation.

Parent Communication

• Communicate regularly with families regarding enrollment, tuition, forms, program updates, and center events.
• Draft and distribute family communications, newsletters, announcements, and reminders.
• Create and distribute monthly family newsletters.
• Coordinate and distribute weekly summer camp schedules and field trip information.
• Assist with family events, registration periods, and program transitions.

Tuition & Administrative Support

• Assist the Children's Services Director with tuition processing, billing review, account updates, and tuition changes.
• Support tuition collection processes and maintain accurate account records.
• Generate enrollment, attendance, and administrative reports as requested.
• Maintain confidential family and child records.

Technology & Data Systems

• Manage child and family records within Procare.
• Create and update family accounts and classrooms in Procare.
• Upload and maintain participant information in My Food Program.
• Assist families with access to parent communication platforms and electronic forms.
• Maintain accurate attendance, enrollment, and food program records.

Competencies & Essential Skills:

• Problem Solving/Analytical Thinker: Ability to solve and analyze problems effectively and efficiently.
• Communication/Interpersonal Skills: Ability to provide exceptional customer service to supporters, partners, board members and co-workers. Exceptional communication skills and ability to respond to difficult situations.
• Time Management: Ability to multitask and work efficiently within close time constraints. Ability to work under pressure and in a stressful environment.
• Business Knowledge: Ability to master the components of a multi-disciplinary and multi-programmatic organization and partner organizations. Knowledge and understanding of Anti-racism, gender equity and violence against women.
• Organization: Strong organizational skills and ability to prioritize efficiently and meet deadlines.
• Judgment and Decision Making: Ability to exercise initiative, sound judgement and problem-solving techniques in the decision-making process.
• Technology/Tools: Ability to use various computer systems and applications including proficiency in online and electronic communication strategies.
• Commitment to mission: Demonstrates commitment to YWCA Utah’s mission and philosophy. Actively engages in YWCA Utah’s anti-racism work.
• Compliance: Adhere to YWCA Utah’s policies and is committed to act legally and ethically within the scope of the work.
   

Ideal Candidates will have the following:

• Welcoming & inclusive personality
• General knowledge of direct victim services, violence against women and sexual violence issues; gender and race equity, from a feminist perspective.
• Understanding of equity, anti-oppression and trauma-informed philosophies.

 
Qualifications

• Commitment to YWCA Utah's mission and values around racial equity, women's empowerment, and social justice
• Associate's degree or equivalent experience in administration, business, communications, or a related field preferred
• 2+ years in administration, office management, customer service, or records management preferred
• Proficient in Microsoft Office, Google Workspace, Canva, and comfortable learning new platforms; experience with Procare, Teams, or My Food Program a plus
• Able to create professional communications, newsletters, flyers, and forms
• Strong written and verbal communication skills with attention to detail
• Organized, self-directed, and able to manage competing priorities and deadlines
• Skilled at handling confidential information and maintaining accurate records
• Warm, professional approach to working with families, staff, and community partners
• Occasional evenings or weekends may be required
• Valid Utah driver's license, reliable vehicle, and auto insurance required
• Must be able to pass a Department of Health and Human Services background check, E-Verify, and i9 requirements.

Physical/Sensory Demands
 Work is generally performed in a safe and comfortable office environment.  While performing the duties of this job, the employee is regularly required to:  sit for long periods of time; use computer to enter data; use telephone to converse with customers and employees; walk and stand for long periods of time; perform repetitive wrist, hand and/or finger movement.  Travel to attend conferences, training, outreach and other events occurs routinely.
 
 
Equal Opportunity Employer 
YWCA Utah is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and strongly encourage applications from candidates of color, LGBTQ+ individuals, people with disabilities, and others from historically underrepresented communities. If you need assistance or an accommodation during the application process due to disability, it is available upon request. No applicant will be penalized as a result of such a request.