Administrative Coordinator

City of Lincoln; Richmond (VA); On-site; USD 24,989 - 32,786; Full time

Benefits offered by this job

Health, vision, dental insurance

Life insurance

Disability insurance

403(b) retirement plan with company 0%

PTO and PTO Sell Back

Tuition scholarship opportunities

On-site amenities and dining

Free parking and security

Job summary

Westminster Canterbury Richmond is seeking an Administrative Coordinator for our licensed early childhood education center. The role focuses on enrollment, licensing compliance, billing and daily operations onsite at the Richmond campus.

The position is full-time, with a 8:00 a.m. to 5:00 p.m. shift, and offers a comprehensive benefits package including health, dental, vision, life insurance and retirement plans, plus tuition assistance and PTO programs.

Qualifications

• High School Diploma or equivalent.
• Two years directly related work experience in an early childhood setting.
• Infant and child CPR and First Aid Certification within agreed time frame.
• Strong customer service and interpersonal skills.
• Ability to work with diverse audiences including children and older adults.

Responsibilities

• Greet and assist visitors, providing exceptional customer service.
• Coordinate access control and manage badges and security notices.
• Organize and maintain child development materials for staff.
• Process enrollment paperwork and maintain licensing compliance.
• Coordinate waiting lists, tours, and classroom transitions.
• Track vaccination reports and illness communications.
• Prepare monthly billing statements and coordinate family billing.
• Provide administrative support and event assistance.

Skills

Customer service

Interpersonal skills

Attention to detail

Multi-tasking

Teamwork

Communication

Problem solving

Adaptability

Education

High School Diploma

CPR/First Aid Certification

Tools

Microsoft Office

Job description

• Base Pay $18.14 - $23.8 / Hour
• Job Category Child Day Care, Early Childhood Development, Early Childhood Education
• Industry Education, Day Care, Early Childhood Education
• Employee Type Full Time
• Required Degree High school
• Manage Others No

Description

Westminster Canterbury Richmond Child Development Center is looking for anAdministrative Coordinator for our award-winning licensed early childhood education center. Our Administrative Coordinator works closely with families and Center Leadership providing administrative support for the Center focusing on enrollment, licensing compliance, billing and daily operations. This full-time position works onsite at our beautiful Child Development Center nestled on the campus of Westminster Canterbury Richmond retirement community.

• Our Child Development Center is licensed by the Virginia Department of Education and serves children ages 6 weeks through 12 years, year-round. We also offer before and after school programs as well as a Heroes summer camp.
• Intergenerational programming between the residents of Westminster Canterbury Richmond and the children of the Center offer a unique opportunity to build connections and enrich the lives of all involved.
• As part of our school family at the Child Development Center, you can learn, grow and make a lasting impact on the families we serve. You’ll experience the support of a collaborative work environment and a sense of collegiality unlike any other!

We offer

• Gated community with 24-hour security and free covered parking!
• A comprehensive benefits package including health, vision, dental, life insurance and company paid short/long term disability insurance
• Financial Wellness :Access your earnings ahead of pay day with Branch; save for your future with our 403(b)-tax deferred retirement savings plan offering company match and eligibility for additional annual core contribution to your retirement savings; HSA/FSA tax-advantaged accounts to save or spend on healthcare and eligible expenses; PTO Sell Back benefit.
• Paid Time Off: Canbe earned byboth full and part-time employees!
• Total Wellnesssupport for the mind, body and spirit through our Employee Assistance Program, employee fitness and onsite wellness offerings and pastoral care programming and support.
• On-Site Amenities!Including a fitness center with pool and group fitness classes, on-site banking, employee dining room, coffee shop and salon.
• Award-winning Child Development Center offering early childhood education and care for infants through school-age programs with waitlist priority and a generous employee discount forboth full and part-time employees!
• Educational Assistance:We support your continuing education and career advancement by offering tuition scholarship opportunities forfull-time, part-time and PRN employees!

Shift: Full-Time standard shift is 8:00 a.m. to 5:00 p.m., Monday-Friday, with the ability to shift based on Center needs

The hiring range for this position is $18.14 to $23.80 per hour. Actual compensation depends on experience, skills, and internal equity.

Requirements

MAJOR ACCOUNTABILITIES/ESSENTIAL JOB DUTIES

• Greet and assist all visitors to the Child Development Center and provide exceptional customer service, including telephone and email communication
• Coordinate access control for the Center with Security including managing parent badges, visitor requests and security notifications for the Center
• Organize and maintain all related child development materials enabling other department professionals to locate such items as needed to ensure a high level of customer service is provided at all times
• Order department supplies, ensure inventory is maintained in an efficient manner, process payment requests and supply requisition forms for signature
• Coordinate the waiting list including responding to inquiries on the website and/or calls, providing in-person tours for interested families and adding interested families to the waitlist in childcare software. Work with the Director and Assistant Director to coordinate and implement annual classroom transition.
• Establish, coordinate and maintain child files – both electronically and central filing system. Process enrollment paperwork for new enrollments and other classroom transitions. Ensure file accuracy and compliance for licensing regulations by following all established protocol and procedures and that all information is maintained in a confidential, secure and organized manner
• Track Vaccination reports and follow up with families to ensure compliance
• Coordinate tracking of, and communication around, all children and staff illness
• Ensure proper medication paperwork is filled out for all medications including Allergy Response paperwork, to ensure licensing compliance. Assist parents and teachers to ensure all forms and complete and accurate then properly maintained in child file.
• Conduct inspections, reports and appropriate follow-up for licensure including, but not limited to, playground, fire drills, first aid bags, accident reports, Shelter-in-Place and Lock Down Drills.
• Coordinate family billing including processing and tracking vacation requests, preparing monthly billing statements for parents and working with Finance to assure accuracy and follow-up when corrections are needed.
• Coordinate and oversee provided meals and snacks including passing out milk and other supplies to classrooms, coordination with the kitchen on the menu and allergy concerns, entering menu in Tadpoles, submitting lunch and milk counts for internal billing, distributing lunch menus to staff and parents. Pick up food and/or supplies from kitchen, as needed.
• Provide support for Center special events including preparation for events and support during events
• Provide administrative support including coordination, pickup and delivery of department mail and entry of work orders
• Present and communicate at all times in a professional and effective manner, modeling desired behaviors expected by employees of the organization
• Provide classroom coverage and support as needed
• Additional duties as assigned

EQUIPMENT

• General office equipment
• Computers, including Microsoft Office

PHYSICAL REQUIREMENTS

• Ability to stand, sit, sit on floor, lift, bend, stoop, reach, push and pull
• Ability to lift 25 pounds without assistance, 26+ with manual or mechanical assistance

REQUIRED KNOWLEDGE, SKILLS AND ABILITY

• Ability to read, write and understand the English language
• Ability to work effectively with a diverse range of audiences including small children and older adults
• Good working knowledge of Microsoft Office programs, including Excel, Word, Power Point, Outlook
• Experience working with software systems, including data entry, reporting and system maintenance
• Ability to organize and maintain operations while making recommendations for process and quality improvement
• Use and adapt to new technologies, including tools, equipment, methods of application, computerized systems and processes, to impact productivity of department and services; keep job-required technical skills up to date
• Strong attention to detail
• Able to multi-task in a fast-paced environment

DESIRED KNOWLEDGE, SKILLS AND ABILITY

• Familiarity with childcare software
• Knowledge of Virginia Department of Education (VDOE) Regulations for Licensed Child Care Centers
• Knowledge of intergenerational programming

REQUIRED EDUCATION AND EXPERIENCE

• High School Diploma or equivalency
• Two years directly related work experience in an early childhood setting or equivalent combination of education and experience to fulfill duties and responsibilities of the position
• Infant and child CPR and First Aid Certification at time of hire or obtain certification(s)within agreed upon time frame

DESIRED EDUCATION AND EXPERIENCE

• Experience working in a healthcare or retirement environment

REQUIRED BEHAVIORAL COMPETENCIES

• Ability to work within a team to achieve common goals
• Excellent customer service and interpersonal skills
• Caring and compassionate with a willingness to help others
• Problem solving skills, innovation, and initiative
• Read and understand verbal and non-verbal behavior and respond appropriately with all levels of communication
• Desire to meet customer service needs and expectations of a diverse group of people; promote cooperation among team members
• Treat residents, staff and guests with respect
• Is available, visible and accessible to internal customers
• Ability to develop effective partnerships with customers
• Communicate in an open and candid manner

Summary

Westminster Canterbury Richmondopened in 1975 and is a premier continuing care retirement community known for its tradition of service excellence and as a leader in senior services. Our staff is a diverse group of approximately 700 professionals who are committed to supporting our community and upholding the mission and values of the organization.

The Westminster Canterbury Richmond community is home to approximately 1,000 senior adults. Our community offers a vibrant lifestyle, engaging activities, and exceptional services and amenities and brings together cultural opportunities, generous-spirited people, and carefree living options. Westminster Canterbury Richmond is also home to an onsite Child Development Center that offers intergenerational programming between residents and the children that attend the center.

Each person who is a part of the Westminster Canterbury team plays a critical role in making a difference in the lives of those whom we serve. At Westminster Canterbury Richmond, you can learn, grow and make a lasting impact every day.

If you want to work in an organization that is faith-based and mission-driven, provides the highest level of care and makes a difference in people's lives, consider a career atWestminster Canterbury Richmond!

Westminster Canterbury is an Equal Opportunity Employer. We celebrate diversity and are committed to fostering an inclusive environment for all employees.