Admin Assist & Licensing Sup Director I Childcare

YOUNG MEN'S CHRISTIAN ASSOCIATION OF WICHITA KANSAS; Wichita (KS); Vor Ort; USD 21.000 - 30.000; Vollzeit

Zusammenfassung

YMCA of Wichita is seeking a Child Care Administrative Assistant & Licensing Support Coordinator to provide administrative support and regulatory compliance coordination for the Child Care Branch. The role covers HR/payroll, budgeting, records, and licensing documentation, with KDHE compliance focus.

Responsibilities include supporting leadership, coordinating events, and maintaining confidential staff records and licensing data across programs.

Qualifikationen

• Excellent organizational skills with attention to detail.
• Ability to communicate effectively, both written and verbal.
• Ability to interpret and support KDHE/ YMCA licensing compliance.
• Ability to manage multiple priorities with limited oversight.

Aufgaben

• Provide administrative support to Branch Director and leadership team.
• Coordinate meeting materials, minutes, and training documents.
• Maintain branch data records and timely reporting.
• Support licensing processes, background checks, and staff files.
• Assist with annual campaigns and financial documentation.

Kenntnisse

Organization

Communication

Regulatory compliance

Time management

Problem solving

Discretion & confidentiality

Team collaboration

Training & coaching

Adaptability

Ausbildung

High school diploma

Jobbeschreibung

• Location 402 N. Market St,Wichita, KS, 67202,United States
• Job Category MANAGEMENT STAFF
• Employee Type Full Time Hourly

Description

GENERAL FUNCTION

Under the direction of the Branch Director, the Child Care Administrative Assistant & Licensing Support Coordinator provides administrative and operational support for the Child Care Branch while coordinating key systems related to childcare licensing and regulatory compliance. The position supports branch leadership through administrative functions, human resources and payroll processes, financial documentation, Annual Campaign activities, staff records, and general branch operations. The position also provides specialized support for KDHE licensing compliance, staff file monitoring, background checks and fingerprint processing, licensing documentation, renewals, regulatory tracking, and compliance support for Child Care Program Directors and Coordinators.

MINIMUM ENTRY REQUIREMENTS

Education/Experience Requirements:

1.Minimum age of 21.

2.High school diploma or equivalent required; additional education or training preferred.

3.Relevant administrative, child care, youth-serving, and/or regulatory compliance experience.

4.Experience working in KDHE licensed child care programs preferred.

Knowledge, Skills and Abilities:

1.Excellent organizational skills with strong attention to detail and accuracy.

2.Ability to communicate effectively, both orally and in writing, with employees, directors, families, community partners, and regulatory entities.

3.Ability to interpret, implement, track, and support compliance with YMCA standards, KDHE regulations, and established procedures.

4.Ability to manage multiple priorities, deadlines, records, and recurring compliance requirements with limited oversight.

5.Strong problem-solving and task-management skills with the ability to make independent and sound decisions within assigned responsibilities.

6.Ability to maintain a high level of discretion and confidentiality.

7.Ability to work collaboratively as a team member while also working independently and demonstrating initiative.

8.Ability to provide training, coaching, resources, and follow-up to staff related to administrative and licensing processes.

9.Ability to remain flexible and effectively respond to changing priorities and high-stress situations.

Physical/Mental Requirements:

1.Must be able to routinely climb stairs, bend, stoop, kneel, twist, reach, sit or stand for extended periods, walk, lift and/or move up to 50 pounds, perform repetitive motions, and maintain visual acuity for detailed work.

2.Must demonstrate maturity, patience, dependability, sound judgment, and professional conduct.

3.Must be able to relate to and work with diverse groups of people in a friendly and consistent manner.

4.Must present a neat and professional appearance.

JOB REQUIREMENTS

1.Commitment to the YMCA mission, vision, values, and character values of caring, honesty, respect, and responsibility.

2.Attend required New Employee Orientation and complete CPR/AED and First Aid in accordance with Conditions of Employment.

3.Understand and abide by all policies and procedures established by the Association and Child Care Branch.

4.Maintain current knowledge of applicable KDHE regulations and relevant licensing requirements affecting assigned programs.

5.Work a schedule that reflects the needs of the branch, including occasional adjusted hours, evenings, or weekends for inspections, staff training, meetings, and special events.

JOB RESPONSIBILITIES

Administrative & Branch Operations:

1.Provide administrative support to the Branch Director and Child Care leadership team, including preparing correspondence, reports, meeting materials, minutes, training materials, and other documents.

2.Coordinate preparation for branch, leadership, board, Annual Campaign, staff, training, and other meetings or events as assigned.

3.Collect, enter, maintain, review, and report branch data and statistics accurately and within established timelines.

4.Maintain organized administrative records and systems that support efficient Child Care Branch operations.

5.Maintain and order office and First Aid supplies as needed.

6.Assist with special projects, events, and other branch priorities as assigned.

Human Resources & Staff Records:

1.Support accurate and timely completion of new employee paperwork and onboarding requirements.

2.Maintain staff training calendars, meeting schedules, certification records, and other assigned employee compliance tracking systems.

3.Monitor records and follow up with employees and supervisors regarding missing, incomplete, or expiring documentation.

4.Provide administrative support for recruitment, hiring, onboarding, and training of Child Care staff as assigned.

Licensing & Regulatory Compliance:

1.Maintain current knowledge of applicable KDHE regulations and other relevant licensing requirements; communicate updates and needed actions to Child Care leadership.

2.Maintain KDHE licensing documents and assigned program/staff files, including school-age staff documentation.

3.Coordinate branch systems, tracking, documentation, and follow-up for KDHE-required background checks, fingerprint processing, and staff affiliate assignments by licensed location.

4.Monitor licensing and compliance records for completeness, accuracy, required timelines, and expiration dates; communicate deficiencies and follow up through resolution.

5.Complete and submit annual license renewals within established timelines and support programs with applications, amendments, waivers, exceptions, and other licensing documentation as assigned.

6.Facilitate or support periodic program audits focused on KDHE regulatory compliance, including preparation for license renewal visits and quality-assurance reviews.

7.Provide resources, guidance, and training support to Program Directors, Coordinators, and staff regarding licensing requirements and established compliance procedures.

8.Maintain accurate documentation and tracking systems that demonstrate regulatory compliance and readiness for licensing review.

Financial & Accounts Payable Support:

1.Ensure accounts payable and purchase order procedures are followed and required documentation is accurate and submitted within established timelines.

2.Maintain reliable and current financial documentation needed to support branch operations and grants.

3.Support tracking of branch expenses, inventories, purchasing, and other financial controls as assigned.

1.Enter Annual Support Campaign pledges and payments accurately and maintain assigned campaign records.

2.Serve as an administrative point of contact and organizer for branch Annual Campaign activities in accordance with Association guidelines.

3.Assist with campaign volunteer coordination, training, donor stewardship, communications, and special events as assigned.

4.Support branch goals for volunteer recruitment, donor engagement, and Annual Campaign participation.

1.Maintain assigned operational, safety, and risk-management documentation and communicate updates to leadership as needed.

2.Support branch systems, drills, training, and documentation related to participant and employee safety.

3.Adhere to Child Abuse Prevention policies, required training, mandated reporting requirements, boundary policies, and job-specific safety responsibilities.

General:

1.Promote a participant-focused culture based on relationship building, active listening, service, and the YMCA mission.

2.Maintain positive, open communication with YMCA branches, off-site programs, schools, regulatory agencies, and community partners.

3.Adhere to Association goals, policies, procedures, and established branch systems.

4.Participate in Association-wide projects when needed.

5.Perform all other duties as assigned.

EFFECT ON END RESULT

Administrative and compliance systems are accurate, organized, timely, and reliable; Child Care leadership and program teams receive effective support; licensing requirements and staff documentation are consistently monitored; and efficient systems are maintained to support high-quality, safe, compliant programs and smooth daily operations of the Child Care Branch.