Administrative Manager, Children & Youth Programs

China Institute; United States; On-site; USD 52,000 - 75,000; Full time

Job summary

China Institute of America is seeking an Administrative Manager for Children & Youth Programs to oversee daily administrative operations, student enrollment, and family communications. The role supports program planning, budget tracking, and instructor payroll while ensuring high levels of customer service for families and partners.

Responsibilities include coordinating materials, classroom setup, and occasional in-classroom support for younger programs.

Qualifications

• 2+ years in administrative, educational, program coordination, or related field.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication; bilingual English and Chinese preferred.
• Proficiency with Microsoft Office Suite, Google Workspace, Constant Contact, and database systems.
• Experience with Raiser's Edge or similar database systems.
• Strong attention to detail and ability to handle confidential information.
• Ability to work independently and collaboratively in a fast paced environment.
• Availability to work occasional evenings and weekends for special events.

Responsibilities

• Oversee daily program operations including schedules, enrollment, attendance, and tuition follow-ups.
• Maintain accurate student records and program databases.
• Manage program communications and registration updates.
• Prepare enrollment and revenue reports and submit instructor payroll.
• Support annual program planning and compliance with policies.

Skills

Organization

Multitasking

Communication

Bilingual EN/CH

MS Office

Google Workspace

Constant Contact

Databases

Raiser's Edge

Event coordination

Enrollment management

Tools

MS Office Suite

Google Workspace

Constant Contact

Raiser's Edge

Job description

The Administrative Manager, Children & Youth Programs is responsible for overseeing the daily administrative operations, program coordination, family communications, enrollment management, marketing support, and event logistics for all Children & Youth programming. This position plays a key role in ensuring the smooth operation and continued growth of educational and cultural programs while providing excellent customer service to families, instructors, and community partners.

Administrative Management

• With the supervision of the Program Director, manage daily program operations, including schedules, registration, enrollment, attendance, and tuition payment follow-ups.
• Maintain accurate and confidential student records and program databases, including registration forms, budgets, expenses, and other administrative records.
• Manage program communications, including the Children & Youth Programs email account, announcements, reminders, and registration updates.
• Prepare program reports on enrollment, revenue, and submit instructor payroll
• Support annual program planning and ensure compliance with institutional policies and child safety procedures.

Program and Teaching Support

• Organize, inventory, purchase, and distribute program materials and classroom
• Assist with classroom setup, breakdown, organization, and maintenance of learning
• Occasionally provide in-classroom support when needed, particularly for toddler, preschool, and younger children's programs, especially when substitute teachers are involved.
• Monitor attendance and follow up with families regarding absences or missed
• Communicate with the program director and instructors regarding schedules, classroom needs, and student concerns.
• Assist with student check-in and dismissal
• Take and collect high-quality photos and videos during classes, events, and special programs while adhering to photo consent policies.

Organize and maintain digital photo archives for marketing and reporting purposes

Special Programs and Community Outreach

• Coordinate with schools, community organizations, libraries, and partner institutions interested in cultural outreach programs.
• Schedule and confirm event details with instructors and presenters, including dates, locations, transportation needs, setup requirements, and special instructions.
• Prepare event materials, attendance sheets, evaluations, and educational
• Assist with transportation and delivery logistics for event materials when
• Collect, organize, and archive event photos, attendance records, and
• Prepare post-event reports and summaries for program
• Represent the organization professionally at community outreach events, fairs, and cultural
• Occasionally provide evening or weekend support for special events and
• Work with CI marketing to draft and prepare e-blasts, newsletters, and promotional communications for Children & Youth Programs.
• Coordinate communication campaigns through Constant Contact and other marketing
• Work with CI marketing to create and update program flyers, brochures, registration materials, and promotional PDFs.
• Maintain and update content on the organization's website and social media platforms as
• Collect testimonials, photos, and success stories for marketing
• Assist with outreach to schools, community organizations, and prospective
• Track marketing campaign performance and enrollment
• Support recruitment efforts to increase enrollment and program

Qualifications

• Minimum 2 years of administrative, educational, program coordination, or related
• Strong organizational and multitasking
• Excellent written and verbal communication Bilingual English and Chinese preferred.
• Proficiency with Microsoft Office Suite, Google Workspace, Constant Contact, and database
• Experience with Raiser's Edge or similar database systems
• Strong attention to detail and ability to handle confidential
• Ability to work independently and collaboratively in a fast-paced
• Availability to work occasional evenings and weekends for special

China Institute of America is an Equal Opportunity Employer.