Childcare Admin Assitant

Ivy Kids Early Learning Center; Spring (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Ivy Kids Early Learning Center is seeking an Administrative Assistant to support the Center Director and Education Director in a Texas early education center. The role involves maintaining paperwork, records, and compliance with licensing standards, while promoting a positive community image.

The position requires willingness to assist in classrooms, drive bus when needed, and ensure training requirements are met.

Qualifications

• Bachelor's or Associate degree in Early Childhood Education preferred.
• Qualified to drive the school bus when needed.
• Willing to work in any classroom to meet the school's needs.
• Maintain at least 24 hours of training each year.
• Able to bend, stoop and lift up to 50 pounds.

Responsibilities

• Maintain all required paperwork and record-keeping in an organized, up-to-date manner.
• Support Center Director and Education Director to operate and manage center activities.
• Ensure compliance with state licensing requirements and Ivy Kids policies.

Education

Bachelor's or Associate degree in Early Childhood Education

Job description

Effectively completes and maintains all required paperwork and record-keeping on a timely basis and maintains the same in an organized, up-to-date manner. This includes but is not limited to all program files such as student, employee, vehicle, driver, health and safety, visitor logs, incident reports, Intellikid, Procare, tour prep, etc.

Supports the Center Director and Education Director to operate and manage all aspects of an early education center, including human resources, customer relations, marketing, educational programs, financial responsibility, and physical facility. Promotes a positive image of the school within the community and on social media. Establishes strong working relationships with state licensing authorities, local and county health departments, and other regulatory agencies.

General Duties and Responsibilities:

• Understand and complies with all Ivy Kids Brand standards, critical procedures, and Texas Minimum Standards.
• Ensures center compliance with all federal, state, and local regulations.
• Implements health and safety standards; ensures that appropriate supervision of children and safe transportation practices are utilized daily.
• Understands and adheres to Ivy Kids' Parent Handbook and Ivy Kids' Personnel Handbook
• Is familiar with staff schedules and assists in implementing the schedule.
• Assist the Center Director and Education Director with student transitions.
• Keeps the Center Director and Education Director apprised promptly of all critical areas of responsibilities including serious student accidents, employee issues, and significant events.
• Assist the Education Director in ensuring all hallway and curriculum boards are up to date.
• Assists Center Director and Education Director with daily duties.
• Ensures the front desk is clean, neat, and organized at all times and decorated to match the season or event.
• Assist in the classroom as needed to maintain ratios and staff schedules.
• Ensures tour folders are prepped and ready.
• Ensures Conscious Discipline techniques are utilized by the staff.
• Have a working knowledge of MultiPrep Curriculum.
• Assist on field trips to maintain ratios, drive the bus, etc.
• Attend staff meetings and trainings.
• Maybe required to come in early or stay late as per center's needs.
• Ensures that all tuition is correctly posted in Procare.
• Ensures tuition is collected on time and enforces late penalties. Collect supply and registration fees as needed. Follows up on outstanding accounts receivables.
• Ensures program supplies and equipment are inventoried and appropriately maintained.

RecordKeeping

• Maintains all student records as required by child care licensing.
• Maintains all transportation student records.
• Ensures that all student records are accurate.
• Supports the Center Director and Education Director in onboarding new employees.
• Ensures all field trip records are up to date and filed appropriately after the field trip.
• Ensures all CSRs, hourly checks, attendance records, and transportation records are filed appropriately each week. Ensure all documentation such as CSRs, incident reports, bus rosters, classroom rosters, etc. are available at all times for the staff.
• Ensure incident reports are filled out properly and parent signature is received within an allotted time.
• Ensure opening and closing checklists are completed daily.
• Ensure parents are activated and deactivated on WatchMeGrow, Procare, etc.
• Update and know center enrollment and disenrollment at all times.
• Update Intellikids and actions to take daily.
• Updates licensing board and staff list as needed.

Safety

• Supports the Center Director in conducting hourly ratio checks. Knows and understands the state ratio requirements for all age groups.
• Supports the Center Director in ensuring that the building and playground are in good condition. Maintains a clean, safe, and healthy environment through scheduled cleaning and frequent safety checks.
• Ensures proper bus checks are conducted in the morning and afternoon after bus runs.
• Ensure allergy boards and FARE forms are up to date at all times.
• Ensures medication is administered and documented properly. Follow-up with parents about expired medications.
• Ensure emergency binders are up to date at all times. Ensure all emergency contact information is up to date.
• Assists with drills and evacuation procedures.
• Conducts daily building and playground safety checks.
• Knows the procedures for the release of children.
• Ensure first aid kits are up to date in the center and on the buses.
• May need to transport children to and from school and field trip venue. (14 passenger bus)

Marketing

• Supports the Center Director and Education Director in planning center events.
• Maybe required to work after hours or weekends for center events, trainings, etc.
• Track all leads in the Ivy Kids Intellikid System and make sure all leads are contacted promptly.
• Sets up tours and follows up with all potential customers. Gives prospective families detailed information about the Ivy Kids program in the Director's absence.
• Ensures all new families are enrolled per our procedures and welcomes all new families warmly.
• Works to develop marketing strategies to increase capacity utilization; utilizes community-based marketing techniques and other appropriate marketing methods.
• Develops an events calendar with the management team.
• Assists with social media postings as directed by the Center Director.

Customer Service

• Responsible for answering all calls and emails received from prospective and current families. Maintain waitlists.
• Develops and actively maintains positive communications with parents.
• Recognizes parent concerns, evaluates the course of action, and responds appropriately to the needs of parents. Communicate parent concerns to the Center Director.
• Responsible for keeping de-enrolled children to a minimum; determines reasons for loss enrollment and addresses problem areas contributing to loss enrollment.
• Communicates with parents about their children as needed (such as incidents).
• Responsible for sending out newsletters, updates on center events, Procare pictures & videos, assessments, transition notices, etc.

Qualifications

• The Administrative Assistant must meet or exceed state licensing requirements for Directors including age, education, and experience. A Bachelor's or Associates degree in Early Childhood Education is preferred.
• The Administrative Assistant must be qualified to drive the school bus when needed.
• The Administrative Assistant must be willing and able to work in any classroom to meet the school's needs.
• The Administrative Assistant must maintain at least 24 hours of training each year.
• Must be able to repeatedly bend, stoop and run; must repeatedly lift and carry children up to 50 pounds depending on the age and weight of the child.
• Must be able to effectively interact and communicate with children and parents.