Operations & Compliance Coordinator

Paloaltojcc; Palo Alto (CA); On-site; USD 32,000 - 36,000; Part time

Job summary

Palo Alto JCC seeks an Operations & Compliance Coordinator to keep the preschool organized, staffed, and licensing-ready. You’ll manage after-school coverage, attendance, and records, enabling teachers to focus on children.

The role emphasizes detail, reliable systems, and steady communication with families and staff, with front desk coverage 4-6 PM and related duties across operations and licensing compliance.

Qualifications

• Two years of experience in office administration, operations, or program coordination.
• Experience in a school, childcare center, or licensed program preferred.
• Strong organization and record-keeping with deadlines.

Responsibilities

• Keep the afternoon running with front desk coverage 4:00–6:00 PM and lunch coverage.
• Coordinate staffing, attendance, and licensing-ready records.
• Support families during pickup and respond to routine inquiries by phone/email.
• Maintain logs, emergency records, and required checks for licensing.

Skills

Organization

Record-keeping

Family communication

Google Workspace

Microsoft Office

Licensing knowledge

Attention to detail

Problem solving

Tools

Google Workspace

Microsoft Office

Job description

Why This Role Matters

A great preschool experience depends on much more than what happens inside the classroom. It takes thoughtful coordination, accurate records, dependable systems, and someone who can keep the details moving—even when the day does not go according to plan.

As our Operations & Compliance Coordinator, you will help keep our school organized, prepared, and running smoothly. You will coordinate daily staffing coverage, maintain the records that keep us licensing-ready, support families during afternoon pickup, and handle the operational details that allow teachers and school leaders to focus on children.

This is a great role for someone who enjoys creating order, notices details before they become problems, and takes pride in being the person others can count on.

What You’ll Own

Keep the Afternoon Running Smoothly

• Lead the front desk from 4:00–6:00 PM and provide coverage during the receptionist’s lunch break.
• Welcome families at pickup and respond to routine questions by phone and email.
• Coordinate drop-in and extended-day requests and maintain an accurate afternoon roster in partnership with the Extended Day Program Manager.
• Complete end-of-day procedures, including attendance checks, securing records, and managing late pickups.

Coordinate Staffing and Coverage

• Maintain an organized and up-to-date substitute roster, including availability and contact information.
• Create the next-day staffing coverage plan based on scheduled absences, classroom needs, and required ratios.
• Share coverage plans and available options with supervisors before the end of each day.
• Track time-off requests and identify potential coverage gaps early.
• Support on-duty supervisors with the information they need to make same-day staffing decisions.

Keep Us Licensing-Ready

• Maintain accurate staff compliance records, including fingerprint clearances, TB tests, health screenings, CPR and first-aid certifications, and required education units.
• Monitor expiration dates and flag upcoming requirements at least 60 days in advance.
• Review child files for required emergency information, immunization records, and licensing forms.
• Follow up with families and school staff when information is incomplete or missing.
• Maintain required logs, binders, emergency-drill records, and incident-report files.
• Use a licensing-readiness checklist to help ensure the school is prepared for an unannounced visit at any time.

Support Everyday School Operations

• Order supplies, monitor inventory, stay within approved budgets, and submit maintenance requests to Facilities.
• Provide basic support for classroom iPads and school communication and documentation platforms, escalating technical issues to IT when needed.
• Coordinate logistics for school events, including rooms, food, registration, and signage.
• Maintain the internal staff calendar and send clear, timely operational updates.
• Look for practical ways to make everyday systems more organized, reliable, and efficient.

What Summer Looks Like

The preschool continues operating during the summer at approximately half its regular size. During this period, you will:

• Continue supporting operations, staffing, and compliance at a reduced scale.
• Assist with summer registration paperwork and roster setup under the direction of the Assistant Director.
• Coordinate vacation schedules with the receptionist to ensure the front desk remains covered.

What You Bring

• At least two years of experience in office administration, operations, or program coordination.
• Experience in a school, childcare center, or another licensed program is strongly preferred.
• Exceptional organization and a demonstrated ability to maintain accurate records and meet deadlines.
• The ability to stay calm, responsive, and friendly while managing frequent questions and interruptions.
• Strong communication skills and a genuine commitment to providing excellent service to families and staff.
• Proficiency with Google Workspace or Microsoft Office and confidence learning new technology.
• Familiarity with California Community Care Licensing and Title 22 requirements is a plus.
• The ability to complete all fingerprinting and health-screening requirements for a licensed childcare facility.

You’ll Thrive in This Role If You

• Naturally keep track of details, deadlines, and moving pieces.
• Enjoy building systems that help other people do their jobs well.
• Can shift priorities without losing sight of what still needs to be completed.
• Communicate clearly and follow through consistently.
• Believe that strong operations are an essential part of creating an exceptional school experience.

Pay Range: $23.00 - $26.00/hour