Administrative Assistant

First Friends Daycare; Town of Cheektowaga (NY); On-site; USD 25,000 - 33,000; Full time

Job summary

First Friends Daycare in Cheektowaga, NY is seeking a detail‑driven Childcare Program Administrative Assistant to support the leadership team with essential administrative, organizational, and operational tasks. You will help keep schedules, records, and deadlines on track while maintaining confidentiality and accuracy.

You’ll thrive in a fast‑paced childcare environment, work with Brightwheel, and collaborate with staff to ensure families are informed and programs run smoothly.

Qualifications

• Previous administrative experience in childcare or education.
• Familiarity with NY OCFS regulations and CCAP/DSS processes.
• Experience with CACFP or enrollment systems.
• Experience maintaining employee records and onboarding documentation.

Responsibilities

• Create and coordinate staff schedules with program administration.
• Manage administrative inboxes and follow-up communications.
• Schedule meetings, evaluations, and deadlines.
• Monitor Brightwheel dashboards for missing docs.
• Track staff birthdays and milestones.
• Maintain organized digital records and tracking systems.
• Track documentation deadlines and contract requirements.
• Coordinate CCAP/DSS case management tasks.
• Maintain enrollment leads, waitlists, and family communications.
• Support internal staff communications and newsletters.
• Foster a positive, organized workplace culture.

Skills

Administrative support

Attention to detail

Communication skills

Confidentiality

Multitasking

Organizational skills

Education

High school diploma

Tools

Brightwheel

Job description

Company Description We are a rapidly growing, locally owned childcare organization serving families throughout Cheektowaga and Buffalo, New York. With administrative operations supporting three buildings, our organization is built on a commitment to creating high-quality, family-centered childcare experiences that meet the evolving needs of today’s families.

Each of our programs has been thoughtfully built from the ground up, developing its own unique identity through meaningful community partnerships, innovative approaches to early childhood education, and a commitment to providing flexible, accessible childcare solutions. We pride ourselves on offering some of the most flexible enrollment options in Western New York, helping families successfully balance the demands of childcare, work, and everyday life.

As we continue to expand, we are looking for dedicated, organized, and forward-thinking team members who want to contribute to the growth of a dynamic organization while making a meaningful impact on the families, children, and communities we serve.

Role Description

Are you highly organized, detail-oriented, proactive, and passionate about supporting the people who make early childhood education possible?

We are seeking a Childcare Program Administrative Assistant to provide essential administrative, organizational, and operational support to our childcare leadership team. This position plays a critical role in keeping our programs organized, our staff supported, our families informed, and our regulatory and contractual deadlines on track.

The ideal candidate is a strong multitasker who thrives in a fast-paced environment, enjoys creating systems and maintaining records, and understands the importance of confidentiality, accuracy, and follow-through.

Position Responsibilities:

Administrative & Operational Support

• Create, maintain, and coordinate staff schedules in collaboration with program administration.
• Manage administrative inboxes, monitor incoming communications, and ensure timely follow-up.
• Schedule meetings, appointments, evaluations, and administrative deadlines.
• Monitor Brightwheel administrative dashboards for missing documentation, incomplete tasks, and items requiring follow-up.
• Track employee birthdays, work anniversaries, and other staff milestones.
• Maintain organized digital records, files, and administrative tracking systems.

Compliance, Contracts & Documentation

• Maintain tracking systems for paperwork deadlines, renewals, and required documentation.
• Collaborate with administration to ensure timely completion of partnership contract requirements and reporting deadlines.
• Track employee performance evaluation schedules and assist with coordinating completion.
• Monitor compliance paperwork renewals and required documentation deadlines.
• Track employee training hours and maintain professional development documentation.
• Update and maintain employee profiles within the Aspire Registry.
• Manage CACFP documentation, records, and administrative filing requirements.
• Monitor completion of employee and family onboarding checklists.
• Assist administration with identifying outstanding documentation and proactively communicating upcoming deadlines.

Enrollment, Family Support & Case Management

• Manage lead tracking systems and maintain accurate waitlists.
• Monitor inquiries from prospective families and assist with timely follow-up.
• Coordinate and manage available drop-in childcare spaces.
• Monitor the onboarding process for new families, ensuring required forms, documents, and checklists are completed.
• Track CCAP student case renewals, updates, and documentation requirements.
• Communicate and coordinate with DSS case managers regarding childcare assistance cases, renewals, and updates.
• Assist with maintaining accurate enrollment and family records.

Staff Engagement & Communication

• Manage the staff Kudos Points recognition system, including point tracking, updates, and recognition management.
• Create, organize, and distribute program newsletters.
• Assist with internal staff communications and administrative announcements.
• Maintain systems for employee recognition, milestones, and engagement initiatives.
• Support leadership in fostering a positive, organized, and supportive workplace culture.

Preferred Qualifications & Skills

• Previous administrative experience in a childcare, early childhood education, school, or human services setting.
• Familiarity with New York State childcare regulations and OCFS documentation requirements.
• Experience with CCAP, DSS case management coordination, CACFP, or childcare enrollment systems.
• Experience maintaining employee records, scheduling, compliance tracking, or onboarding documentation.

Strong organizational skills and exceptional attention to detail.

• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, deadlines, and competing tasks.
• Strong problem-solving skills and a proactive approach to administrative responsibilities.
• Comfort using digital childcare management systems such as Brightwheel.
• Professional, dependable, self-motivated, and able to work independently while collaborating with a leadership team.
• Strong Administrative Assistance and Executive Administrative Assistance skills to support day-to-day operations and leadership needs.
• Effective Phone Etiquette and Communication skills for interacting with families, vendors, and team members in a professional manner.
• Solid Clerical Skills, including filing, data entry, record management, and basic office software proficiency (e.g., email, spreadsheets, word processing).
• Attention to detail, reliability, and the ability to prioritize tasks in a busy childcare environment.
• Customer service orientation and a friendly, respectful approach when working with children, families, and colleagues.
• Ability to maintain confidentiality and follow licensing, safety, and privacy guidelines.
• Previous experience in a daycare, school, or family-facing office setting is prefe rred but not required.
• High school diploma or equivalent required; additional coursework or training in office administration or related fields is a plus.

What Makes This Role Important?

This position is more than traditional administrative support. It is an integral part of the infrastructure that allows our childcare programs to operate efficiently, meet deadlines, support employees, serve families, and maintain high standards of quality and compliance.

We are looking for someone who takes pride in keeping things organized, anticipates needs before they become problems, and understands that behind every successful childcare program is a strong administrative team.

If you love organization, enjoy supporting others, and want to make a meaningful impact in early childhood education, we would love to hear from you!