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ECP Policy Council Coordinator (Part-Time Position)

CAP Tulsa
remote work
United States, Tulsa
May 23, 2023

ECP Policy Council Coordinator (Part-Time Position)


Legacy Plaza, Tulsa, OK

Job Id:

# of Openings:

Job Summary

Responsible for comprehensive administrative and planning services in support of the Early Childhood Program Policy Council. Coordinate with CAP Tulsa and Family & Children's Services (F&CS) staff to provide training and mentoring to council representatives. Works closely with F&CS counterpart to ensure compliance with Head Start and Early Head Start Program Performance Standards. Coordinate with F&CS to ensure recruitment of parents for council, including organizing and overseeing school-based and home-based elections. Works under the direct supervision of the Assistant Director, Admissions & Recruitment. Makes routine choices within established procedures with readily available supervision. 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

  • Coordinate with Family & Children's Services to schedule, plan and carry out annual council recruitment and election activities for parents with children in school-based and home-based programs.
  • Responsible for identifying candidates and facilitating the election of Executive Committee Officers when a new council is established and as needed when vacancies occur throughout the council term.
  • Facilitate training for Executive Committee Officers and Policy Council Representatives when a new council is established, including preparing and updating training materials. Provide refresher training to officers as needed and identified.
  • Develop and maintain positive professional communication with council representatives to ensure attendance at monthly meetings. Contact representatives whose membership status is in jeopardy due to attendance.
  • Develop and maintain an active roster of council representatives, that includes years of service, eligibility to serve, and meeting attendance.
  • Responsible for coordinating preparations for executive and council meetings, contacting representatives and updating RSVP roster (including childcare), preparing meeting packets, ordering meals, setting up meeting room and childcare space, tracking representative attendance, preparing, and distributing participation reimbursements to representatives.
  • Partner with Policy Council Secretary to prepare minutes: develop template for monthly meetings, edit minutes submitted from Secretary, and submit for translation.
  • Assist in updates and revisions to bylaws, representative handbook, shared decision-making policy, self-assessment, service plans, and other procedural documents related to the policy council.
  • Responsible for recruiting council representatives for the Family Activity Committee and working with the Vice Chairperson to coordinate, plan, and implement activities for the annual event.
  • Perform other duties as assigned and requested, including the job functions outlined in the Policy Council Responsibilities document.


  • High School Diploma or GED
  • 3 years of administrative, project planning, or equivalent work experience.
  • Bilingual Spanish/English (verbal and written) preferred


  • 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 with ability to read, interpret, and present information efficiently and effectively.
  • Intermediate - Advanced use of Microsoft Office required; including but not limited to Word, Excel, PowerPoint, and SharePoint
  • 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.

Work location
In-person work and collaboration are requirements for this position. Employees are expected to physically report to the 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. Employee is subject to standing, bending, stooping, lifting, pushing, pulling, walking, and carrying objects throughout daily job performance. Intermittent effort involving lifting amounts between 5 and 25 pounds required. Work requires moderate attention to detail and deadlines between 15% and 45% of the time. Regular and reliable attendance required.

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