Early Childhood Operations & Front-Office Coordinator

CAP Tulsa; Tulsa (OK); On-site; USD 32,000 - 45,000; Full time

Job summary

CAP Tulsa is seeking an Administrative Assistant to support the School Leader in the daily operations of the early childhood facility. You will greet visitors, handle front-office duties, manage records, Procare tasks, and coordinate communications while ensuring high-quality program standards.

Under supervision, you will maintain attendance and nutrition data, process tuition and subsidies, assist with licensing readiness and accreditations, and help with data entry and inventory.

Qualifications

• Interpersonal relationships with staff, vendors, and families and ability to maintain confidentiality.
• Ability to read, interpret and follow written and oral instructions.
• Adept at auditing records for accuracy and compliance.
• Ability to take initiative, multi-task and work under pressure.
• Basic-to-intermediate MS Office skills and budgeting knowledge.
• Strong organizational skills and attention to detail for timely completion.

Responsibilities

• Greet and assist parents, vendors, visitors and support staff and maintain sign-in/out logs.
• Maintain accurate accounts for Procare, tuition, subsidies, EBT, monthly reimbursements and postings.
• Assist with classroom compliance per DHS licensing requirements and report non-compliance.
• Support star status and NAEYC accreditations for facilities assigned.
• Complete ChildPlus data entry and reporting as directed by the School Leader.
• Maintain end-of-month data on attendance and nutrition.
• Maintain medication log and ensure proper dispensing.
• Manage equipment and inventory lists.
• Perform other duties as assigned or requested.

Skills

Interpersonal skills

Instruction following

Record auditing

Multi-tasking

Confidentiality

MS Office

Organizational skills

Education

High School Diploma or GED

Tools

MS Office

Accounting basics

Budgeting basics

Job description

CAP Tulsa is seeking an Administrative Assistant to support the School Leader in the daily operations of the early childhood facility. You will greet visitors, handle front-office duties, manage records, Procare tasks, and coordinate communications while ensuring high-quality program standards.

Under supervision, you will maintain attendance and nutrition data, process tuition and subsidies, assist with licensing readiness and accreditations, and help with data entry and inventory.