Division Coordinating Specialist

Salary: $24.72/hour - $32.97/hour

Position Summary

The Division Coordination Specialist serves as a strategic and operational partner to the Vice President of Early Childhood Programs, providing high-level coordination, project management, and administrative leadership to support the effective operation of the Early Childhood Division. This role drives cross-functional initiatives, coordinates executive communications, prepares leadership and Board materials, manages special projects, supports regulatory compliance and audit readiness, and facilitates collaboration across multiple program sites to advance divisional priorities.

Working closely with senior leaders and cross-departmental teams, the Division Coordination Specialist helps strengthen operational effectiveness, improve organizational processes, and support continuous quality improvement efforts that enhance outcomes for children, families, and staff. The ideal candidate is a highly organized, proactive professional with exceptional project management, communication, and relationship-building skills who thrives in a fast-paced, mission-driven environment.

Reporting to the Vice President of Early Childhood Programs, this role is accountable for executive-level operational coordination, project execution, regulatory and administrative support, and fostering cross-functional collaboration in alignment with the mission, values, and strategic priorities of Children's Aid.

Children's Aid Mission

To help children in poverty to succeed and thrive. We do this by providing comprehensive support to children and their families in targeted high-needs New York City neighborhoods. Children's Aid annually serves children and their families at over forty sites in New York, as well as through three national program models. Children's Aid is concentrating its efforts on creating cradle-through-college pathways in high-need neighborhoods, with a focus on children's health, family stability, education, and social and emotional development.

Culture and Values

We put children, youth, and families first: We listen to and incorporate the voices of children, youth, and families in all that we do.

We seek equity and transformation in our communities: We courageously work within and outside systems to create opportunities for children, youth, and families.

We strive for excellence: We hold ourselves to the highest standards and are committed to continuous learning and improvement.

We are powered by collaboration: Our work is stronger when we trust, partner, and respect each other and the communities we serve.

We are driven by compassion: We lead with kindness, care, and empathy and believe in the endless potential of the people we serve and our team.

Essential Duties and Responsibilities

Strategic Coordination and Executive Support

• Understand and promote the organization's Mission, Vision, and Core Values to ensure alignment with organizational policies and procedures.
• Serve as a strategic support partner to the Vice President of Early Childhood Programs in managing division priorities, initiatives, and special projects.
• Coordinate division-wide meetings, leadership meetings, retreats, and planning sessions, including agenda development, meeting materials, note-taking, and follow-up action tracking.
• Monitor progress on key division goals and initiatives and provide regular status updates to leadership.
• Support the implementation of division-wide strategic plans and continuous improvement efforts.

Project Management and Operations

• Manage and coordinate cross-functional projects involving education, family services, health, operations, compliance, and administrative teams.
• Develop project plans, timelines, trackers, and reporting tools to ensure timely completion of deliverables.
• Identify risks, barriers, and opportunities for improvement and elevate concerns to leadership as appropriate.
• Coordinate division-wide processes and workflows to improve communication, efficiency, and accountability.

Compliance, Audits, and Quality Assurance

• Support preparation for federal, state, city, and internal monitoring reviews, audits, and site visits.
• Coordinate the collection, organization, and submission of documentation required for audits and compliance reviews.
• Track corrective action plans and follow-up activities to ensure timely resolution of findings.
• Assist leadership in monitoring compliance with Head Start Performance Standards, Department of Health regulations, Department of Education requirements, and other funding source requirements.
• Maintain audit records, compliance documentation, and division-wide reporting tools.

Board Relations and Executive Communications

• Prepare presentations, reports, briefing materials, and executive summaries for senior leadership, Board committees, and external stakeholders.
• Coordinate the development and production of Board meeting materials, including data reports, program updates, and strategic presentations.
• Draft and edit division communications, talking points, announcements, and leadership correspondence.
• Support the Vice President in preparing for Board meetings, leadership meetings, public presentations, and external engagements.

Data Management and Reporting

• Compile, analyze, and present operational and programmatic data to support decision-making and strategic planning.
• Develop dashboards, reports, and tracking systems to monitor division performance and outcomes.
• Ensure the accuracy, consistency, and timeliness of division reports and presentations.
• Collaborate with program and administrative staff to gather information needed for reporting and analysis.

Stakeholder Engagement and Collaboration

• Foster strong working relationships across Early Childhood programs and central support departments.
• Serve as a liaison between division leadership and internal stakeholders to facilitate communication and project execution.
• Support coordination with external partners, funders, consultants, and regulatory agencies as needed.
• Promote a culture of collaboration, accountability, and continuous improvement throughout the division.

Professional Development

• Participate in agency trainings, workshops, conferences, and professional development opportunities.
• Stay informed of developments in early childhood education, nonprofit management, compliance, and organizational effectiveness.
• Support division-wide learning and knowledge-sharing initiatives.

Other Responsibilities

• Comply with all privacy laws, including HIPAA, FERPA, and other applicable regulations.
• In-person collaboration is an essential function of the position.
• Perform other duties as assigned.

Minimum Qualifications

• Bachelor's degree required, Master's degree in Education, Public Administration, Business Administration, Nonprofit Management, Organizational Leadership, or a related field preferred.
• Minimum of three (3) years of progressively responsible experience supporting senior executives, managing projects, coordinating operations, or providing executive-level administrative support within a nonprofit, education, healthcare, or human services organization.
• Demonstrated experience managing multiple projects simultaneously, prioritizing competing deadlines, and coordinating cross-functional initiatives in a fast-paced environment.
• Experience preparing executive-level presentations, reports, meeting materials, dashboards, and other communications that support organizational planning and decision-making.
• Advanced proficiency with Microsoft Office Suite, including PowerPoint, Excel, Word, and Outlook.
• Excellent written, verbal, and interpersonal communication skills, with the ability to synthesize complex information into clear, concise, and actionable communications for executive leadership and diverse stakeholders.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail, accuracy, and follow-through.
• Demonstrated ability to build collaborative relationships, exercise sound judgment, maintain confidentiality, and effectively partner with senior leaders and cross-functional teams.
• Self-directed, resourceful, and able to work independently while managing competing priorities with a high degree of professionalism and accountability.
• Commitment to Children's Aid's mission and dedication to improving outcomes for children, youth, and families.

It is the policy of Children's Aid to provide equal employment opportunity to all employees and applicants for employment and is dedicated to maintaining a work environment that is free from harassment and discrimination. Children's Aid will not tolerate discrimination, harassment, or retaliation on any basis, including race, creed, color, national origin, ethnicity, alienage or citizenship status, gender/sex (including pregnancy), disability, religion, source of income, sexual orientation, gender identity or expression, age, familial status, caregiver status, military status, marital or partnership status, status as a victim of domestic violence, sexual violence or stalking, predisposing genetic characteristics, arrest or conviction record, credit history, unemployment status or any other characteristic protected by federal, state or local law. Children's Aid is committed to complying with applicable state and local laws governing non-discrimination in employment. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Children's Aid will conduct a prompt and thorough investigation of all allegations of discrimination, harassment, retaliation, or any violation of the Equal Employment Opportunity Policy in a confidential manner and will take appropriate corrective action, if and where warranted. Children's Aid prohibits retaliation against employees who provide information about, complain about, or assist in the investigation of any complaint of discrimination or violation of the Equal Employment Opportunity Policy.

The incumbent is expected to work a schedule, whether in-person or hybrid, as determined by the department's needs to facilitate effective collaboration with the team. This flexibility is essential for maintaining seamless communication, fostering teamwork, and ensuring the smooth operation of the department's processes. The position's requirements are subject to periodic review and adjustment based on organizational needs and changes in work dynamics.