Quality Programs Coordinator at YMCA OF SAN DIEGO COUNTY – EXPANDED LEARNING PROGRAMS (2023-12 – 2026-05)
- Managed administrative operations for 10 Expanded Learning Program sites, supporting enrollment, attendance, program quality, documentation, and compliance.
- Managed 1,500+ student applications annually, reviewing applications, monitoring application status, entering and updating information, resolving discrepancies, and ensuring completion within established deadlines.
- Oversaw the enrollment process from application submission through profile completion, maintaining accurate records and timely updates within the organization's data-tracking system.
- Maintained confidential student records, enrollment documentation, and program files while ensuring accuracy, data integrity, proper documentation, and confidentiality.
- Served as a primary point of contact for parents, guardians, school personnel, and stakeholders through telephone, email, and in-person communication, responding to questions, resolving concerns, and providing detailed information regarding enrollment and program requirements.
- Conducted candidate screening, interviews, and hiring for entry-level and leadership positions within the Expanded Learning Program.
- Utilized iCIMS to review and evaluate candidate submissions for Inclusion Leader positions, supporting candidate screening and staffing needs across Expanded Learning Program sites.
- Supported recruitment and hiring for high-turnover, part-time positions, helping address staffing needs across multiple program sites.
- Supported the full employee onboarding process, including candidate selection, hiring, training, policy orientation, and integration into program operations.
- Supervised and managed a team of 20 full-time and part-time employees, providing direction, training, performance support, and ongoing communication.
- Supported with the review of staff timekeeping records and supported timecard verification and approval processes, ensuring employee hours were accurate, complete, and submitted within established deadlines.
- Prepared meeting agendas and supporting materials for bi-weekly Site Supervisor meetings, communicated updates and expectations, and supported staff development and program operations.
- Collaborated with Program Directors, Quality Program Coordinators, and district staff to coordinate Youth Leader and Inclusion Leader staffing to support program objectives based on enrollment trends and submitted applications.
- Proactively monitored staffing needs across multiple program sites and communicated hiring and onboarding priorities to leadership.
- Coordinated student accommodation needs with school and district personnel, including arranging one-to-one instructional assistant support through third-party staffing agencies.
- Maintained and updated program documentation and participant profiles to support compliance, quality assurance, and operational reporting.
- Conducted routine site visits and prepared observations and documentation regarding program quality, staff performance, operational needs, and compliance.
- Utilized Microsoft Office Suite and internal data systems to prepare documents, maintain records, organize information, track program data, and complete administrative and quality-assurance tasks.
- Managed multiple projects, deadlines, staffing needs, and administrative priorities simultaneously while maintaining attention to detail and timely follow-through.
Site Supervisor - AM Supervisor at YMCA OF SAN DIEGO COUNTY – EXPANDED LEARNING PROGRAMS (2023-06 – 2023-12)
- Coordinated staffing and administrative operations for 30+ morning programs and 10 intersession sites across multiple schools and school districts.
- Managed staffing, scheduling, and program priorities across multiple locations in a fast-paced environment.
- Reviewed and approved Kronos timecards for assigned staff, ensuring accurate timekeeping, documentation, and timely submission.
- Conducted interviews and assisted with hiring entry-level staff for the Expanded Learning Programs Department.
- Trained staff on behavior management, professional development, organizational policies, procedures, and program expectations.
- Conducted daily site visits to assess program operations, provide administrative support, address staffing needs, and communicate with site personnel.
- Followed up with employees regarding policy questions, professional development, resources, and operational concerns.
- Restructured morning programs to improve adherence to protocols and quality standards.
Site Supervisor at YMCA OF SAN DIEGO COUNTY – EXPANDED LEARNING PROGRAMS (2023-05 – 2023-06)
- Managed the daily administrative operations of a before and after-school program, including program paperwork, documentation, planning, staff coordination, and on-site operations.
- Completed data entry and document updates involving confidential member records, company files, and program tracking systems.
- Maintained participant profiles and supporting documentation to ensure records remained accurate, complete, and compliant with program requirements.
- Prepared and submitted required program paperwork and maintained organized physical and electronic records.
- Coordinated staff on-site training and development while ensuring employees follow organizational policies and procedures.
- Submitted quarterly site orders for items to be purchased for the before and after-school program site.
- Maintained professional relationships with program participants, parents, school faculty, stakeholders, and community partners. Communicated professionally with all community members, and internal leadership through telephone, email, and direct communication.
- Reviewed staff timecards for accuracy and completeness and prepared timekeeping records for submission and approval, ensuring hours were properly documented and submitted within required deadlines.
Assistant Site Supervisor at YMCA OF SAN DIEGO COUNTY – EXPANDED LEARNING PROGRAMS (2019-07 – 2023-05)
- Managed administrative duties for program site as delegated by Site Supervisor.
- Worked in a culturally diverse environment and community with constant community and public interactions, Communicating professionally through telephone, email, and direct communication.
- Facilitated site meetings for on-site staff for professional development.
- Trained newly hired Youth Leader staff with on-site YMCA policies and procedures.
Election Worker at San Diego Registrar of Voters (2019-05 – 2019-01)
- Provided administrative support through data entry, document processing, and timekeeping assistance while following established San Diego County procedures.
- Assisted with reviewing and verifying staff timecards for accuracy and completeness prior to submission and approval.
- Processed and maintained election-related information and documentation with a high level of accuracy and attention to detail.
- Handled sensitive information while following established confidentiality, security, and procedural requirements.
- Completed repetitive data-entry and administrative tasks while maintaining accuracy and meeting time-sensitive deadlines.
- Quickly learned and applied detailed election procedures in a highly regulated and fast-paced environment.
Administrative Office Assistant (Internship) at SOLTEK PACIFIC (2017-07 – 2017-09)
- Provided administrative support to Project Managers in a fast-paced professional office environment, assisting with daily office operations and project-related tasks.
- Order materials for the office construction site on an as needed basis.
- Created, updated, and maintained spreadsheets, logs, reports, and other administrative documents to support project tracking and organization.
- Composed, formatted, and drafted business correspondence, reports, and other written communications for Project Managers.
- Performed accurate data entry and maintained multiple electronic filing systems, ensuring documents and information were properly organized and accessible in both digital and physical format.
- Managed and responded to incoming written and verbal communications for Project Managers, ensuring information was communicated and directed appropriately.
- Assisted with tracking project information and maintaining up-to-date records to support administrative and operational needs.
- Reviewed employee timecards for accuracy and completeness and assisted with preparing timekeeping records for submission and approval.
- Assisted with administrative tracking related to employee hours, ensuring timekeeping documentation was complete and submitted according to established procedures.
- Utilized Microsoft Office Suite to create documents, maintain spreadsheets, organize information, and complete administrative tasks.
- Handled confidential company, project, and employee-related information with professionalism and discretion.
- Managed multiple administrative tasks and competing deadlines while maintaining strong attention to detail, organization, and accuracy.
