Assistant Director for Business & Human Resources

The Cathedral Preschool; Atlanta (GA); Vor Ort; USD 65.000 - 85.000; Vollzeit

Zusammenfassung

The Cathedral Preschool in Atlanta, GA is seeking an Assistant Director to oversee financial operations, HR support, and school administration. This hands-on role requires building efficient systems across purchasing, budgeting, payroll preparation, and vendor management while ensuring confidentiality and professional service to families and staff.

The successful candidate will manage day-to-day financial processes, support budget development, and collaborate with the Director to keep the school

Qualifikationen

• Bachelor's degree in Business Administration, Accounting, Finance, HR, Management or related field.
• 3–5 years experience in HR, school administration, nonprofit administration, accounting or related field.
• Strong computer skills and experience with school and business software (e.g., QuickBooks, Google Workspace, MS Office).

Aufgaben

• Oversee day-to-day financial processes (AP/AR) and budgeting.
• Assist Director with budgets, projections, and financial planning.
• Support HR processes, employee records, payroll prep, and related activities.
• Coordinate vendor management, purchasing, and contracts.
• Maintain confidential records for financial, employee, and family information.
• Support facilities, technology, and administrative systems.
• Assist with school events, communications, and administrative workflows.

Kenntnisse

Organizational skills

Problem solving

Excellent communication

Autonomy

Ausbildung

Bachelor's degree in Business Administration/Accounting/Finance/Human Resources/Management

Tools

Google Workspace

Microsoft Office

Excel

QuickBooks

PayPal

Constant Contact

Formsite

Jobbeschreibung

Under the direction of the Preschool Director, the Assistant Director provides the day-to-day business infrastructure that allows the Preschool to operate efficiently, responsibly, and professionally. The Assistant Director manages financial processes, including accounts payable, accounts receivable, purchasing, bookkeeping, and budget tracking; supports human resources administration; and serves as a primary resource for facilities, technology, vendors, and operational systems.

NATURE OF WORK

The successful candidate will be a highly organized, technologically capable, business-minded professional who enjoys creating systems, solving problems, managing details, and making the work of an organization run more smoothly. This role requires someone who is comfortable moving between financial and administrative work, staff and family interactions, technology and systems, facilities needs, and the many day-to-day details required to keep a school running well. The successful candidate will be proactive, resourceful, discreet, and able to anticipate needs and follow issues through to resolution.

HOURS

11 months (August–June; as-needed during July)

8:00 a.m.–3:30 p.m. Monday–Thursday

8:00 a.m.–1:00 p.m. Friday, or until the last student has departed

Additional hours are required for professional development, staff meetings, parent events, evening programs, and other times at the request of the Director or as the demands of the position require. Evening work is expected approximately 1–3 times per year.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Under the direction of the Preschool Director, oversee the day-to-day financial processes of the Preschool.
• Maintain accurate and timely accounts payable and accounts receivable records.
• Process invoices, purchase orders, reimbursements, deposits, and other financial transactions.
• Perform general bookkeeping and maintain complete, organized financial records and supporting documentation.
• Reconcile financial records and accounts as assigned.
• Track expenditures against approved budgets and identify discrepancies or emerging concerns.
• Assist the Director with annual budget development, projections, and financial planning.
• Provide the Director with timely information regarding financial trends, outstanding issues, and areas requiring attention.
• Maintain appropriate confidentiality regarding financial, employee, and family information.
• Manage the Preschool purchasing process and establish clear systems for staff purchase requests.
• Place and track orders with approved vendors.
• Code and submit purchase orders, invoices, and reimbursement requests.
• Monitor vendor and credit-account spending for budget compliance and provide detailed monthly coding of credit card expenditures.
• Maintain organized vendor records and contracts.
• Serve as a primary point of contact for vendors and service providers.
• Coordinate the renewal and maintenance of required contracts, subscriptions, licenses, and services.
• Identify opportunities to improve purchasing efficiency and control costs.
• Ensure that purchases follow Preschool policies.
• Oversee the Preschool’s tuition billing and collection processes.
• Ensure tuition invoices and payment schedules are accurate and processed in a timely manner.
• Monitor accounts receivable and outstanding tuition balances.
• Follow up on unpaid balances in accordance with established Preschool policies.
• Maintain accurate records of tuition payments, outstanding balances, credits, refunds, and adjustments.
• Work with families as needed to resolve billing questions and discrepancies.
• Maintain appropriate confidentiality regarding family financial information.

Human Resources

• Support the Director with employee onboarding, employment documentation, personnel records, and other HR processes.
• Maintain complete, current, and accurate employee files.
• Ensure required background checks, certifications, training records, and other employee documentation are maintained.
• Assist with payroll preparation and submission, including collecting and verifying information.
• Compile and submit bi-weekly PTO and substitute teacher payroll information.
• Maintain records related to PTO, leave, and other payroll-related information.
• Support the Director with employee communications and administrative processes related to employment policies and procedures.

Facilities & Safety

• Serve as the Preschool’s primary administrative point of contact for day-to-day facilities needs.
• Conduct regular walkthroughs of classrooms, common areas, playgrounds, offices, and other Preschool spaces to identify maintenance, safety, cleanliness, and functionality concerns.
• Coordinate vendors, contractors, deliveries, repairs, and routine maintenance as assigned and follow issues through to resolution.
• Help manage Preschool storage, equipment, furniture, supplies, and inventory.
• Monitor the condition and appropriate use of Preschool property and equipment.
• Support emergency preparedness, safety procedures, drills, and required documentation in collaboration with the Director and Assistant Director for Education.
• Maintain organized records related to inspections, maintenance, repairs, and safety requirements.
• Serve as a technology and systems resource for the Preschool’s administrative team.
• Maintain and improve administrative systems, databases, spreadsheets, forms, and digital workflows.
• Support the effective use of Google Workspace, Microsoft Office, financial software, school software, and other administrative platforms.
• Use and support platforms such as PayPal, Constant Contact, Formsite, and similar systems.
• Troubleshoot routine technology and administrative-system issues and arrange outside support when necessary.
• Identify opportunities to automate, streamline, or improve administrative processes.
• Maintain accurate digital records and appropriate file organization.
• Assist with technology purchasing, inventory, subscriptions, and renewals.
• Provide basic technology support and training to staff as appropriate.

School Operations & Administrative Support

• Assist the Director with the day-to-day operational needs of the Preschool.
• Develop and maintain administrative procedures that promote efficiency, consistency, and accountability.
• Assist with state, regulatory, accreditation, insurance, and other required administrative documentation.
• Maintain calendars, deadlines, renewal dates, and other requirements related to assigned responsibilities.
• Assist with school events, staff meetings, parent programs, and special events as needed.
• Support communication with Preschool families, vendors, and service providers regarding administrative matters.
• Help identify operational challenges and proactively recommend solutions to the Director.
• Serve as a problem-solver and resource for faculty and staff regarding business procedures and systems.
• Perform other duties as assigned or requested by the Preschool Director.

GENERAL REQUIREMENTS

• Strong work ethic, punctuality, faithful attendance, and professional judgment.
• Exceptional organizational skills and attention to detail with the ability to manage multiple priorities and deadlines.
• Strong business acumen, sound judgment, and the ability to understand and manage the day-to-day business needs of a school.
• Demonstrated ability to build and improve systems and procedures.
• Strong computer skills and confidence learning new technology.
• Proficiency with Google Workspace and Microsoft Office, particularly Excel and Google Sheets.
• Experience with PayPal, Constant Contact, Formsite, or similar platforms, as well as other school software programs, is required.
• Experience with QuickBooks or similar accounting software strongly preferred.
• Ability to maintain accurate and confidential records.
• Strong analytical and problem-solving skills.
• Ability to work independently with a high degree of autonomy and initiative.
• Ability to anticipate needs, identify problems, and follow issues through to resolution.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and the ability to work effectively and warmly with faculty, staff, children, families, vendors, and service providers.
• Ability to remain calm, professional, and solution-oriented when managing competing priorities or difficult situations.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in Business Administration, Accounting, Finance, Human Resources, Management, or a related field required.
• Three to five years of experience in human resources, school administration, nonprofit administration, accounting, or a related field.
• Strong computer and technology skills, including experience with school and business software platforms.
• Experience in an educational environment preferred.

PHYSICAL DEMANDS

Employees must be able to meet the physical demands of working in an early childhood environment in order to successfully perform the essential functions of this position. This includes navigating stairs and assisting children during drills or emergencies when necessary. The role requires the ability to sit, stand, and walk for extended periods and to move throughout the Preschool building and campus as needed.

The above statements are intended to describe the general nature and level of work performed by personnel in this position and are not intended to be an exhaustive list of all responsibilities, duties, and skills required.

The Cathedral Preschool is an equal-opportunity employer and educational institution. The school does not discriminate based on race, color, religion, gender, age, national origin, disability, veteran status, sexual orientation, or any other protected category.