Internal - Office Coordinator Job Listing at TS Administration in United States of America (Job ID 302803)

Description

Program Coordinator, Managed Services (MSP)

The Program Coordinator, Managed Services (MSP) provides transactional and administrative support for the day-to-day operation of The Stepping Stones Group's MSP program for K-12 school district clients. This role is the execution layer beneath the Program Manager, handling data entry, submission processing, and routine tracking within the Vendor Management System (VMS) to keep district accounts running accurately and on schedule.

This is an entry-to-mid-level operational role focused on accuracy, timeliness, and consistency in executing defined processes. The Program Coordinator does not own client relationships, supplier relationships, or program strategy; it supports the Program Manager and broader Managed Services team by keeping systems current and flagging issues for resolution.

Key Responsibilities

VMS (Trio) Data Administration

• Process new placements, extensions, terminations, and general data changes within Trio accurately and on schedule
• Maintain candidate, supplier, and job order records, ensuring information stays current and error-free
• Monitor assignment end dates and send timely reminders to suppliers and district stakeholders regarding upcoming extensions or expirations
• Support routine data audits within Trio to catch and correct record discrepancies before they affect compliance or timecard approval

Submission and Fulfillment Support

• Track incoming candidate submissions against open job orders and confirm timely supplier response
• Assist with scheduling interviews and coordinating logistics between suppliers, candidates, and district contacts
• Route submissions and required documentation to the appropriate internal or district reviewer

Compliance Tracking Support

• Monitor candidate compliance checklists (licensure, background checks, health documentation, required trainings) and flag missing items
• Maintain accurate compliance records within Trio and internal tracking documents
• Escalate outstanding compliance items to the Program Manager ahead of start dates

Timecard Approval Support

• Monitor timecards within Trio to confirm hours submitted by suppliers are complete and accurate before district review
• Communicate timecard rejections to suppliers and follow up to ensure timely correction and resubmission
• Follow up with suppliers to push forward pending timecard approvals in support of on-time invoicing
• Follow up with district approvers on timecards pending their review, escalating aged approvals to the Program Manager as needed

Reporting & Administrative Support

• Prepare routine status reports, trackers, and data pulls for the Program Manager and internal leadership
• Support onboarding logistics for new contractors, first-day coordination tasks
• Maintain organized, current records in shared program folders in line with established documentation standards

Qualifications

• High school diploma required; Associate's or Bachelor's degree in Business, Human Resources, or a related field preferred
• 3+ years of experience in staffing, directly supporting MSP clients; experience within education or healthcare staffing strongly preferred
• Comfort learning and working within multiple operational systems and platforms
• Strong attention to detail and accuracy managing high volumes of data across multiple systems
• Proficiency with Microsoft Office (Excel, Outlook, Word)
• Clear, professional written and verbal communication skills

Key Competencies

• Accuracy and attention to detail
• Time management and ability to handle high transaction volume
• Process adherence and consistency
• Responsiveness and customer-service orientation
• Proactive flagging of issues and discrepancies
• Team-oriented, coachable, and eager to learn

Reporting Structure

• Reports to: Program Director, Managed Services

Impact of Role

This role keeps the operational engine of the MSP program running accurately day to day, ensuring data integrity, timely processing, and consistent execution that allows the Program Director and district clients to trust the numbers and the timelines behind every placement.