Administrative Manager

ST. PHILIP’S CHILD DEVELOPMENT CENTER

ADMINISTRATIVE MANAGER

Job Overview:

The Administrative Manager for the St. Philip’s Child Development Center is a vital role responsible for overseeing the administrative operations and ensuring the smooth functioning of the center. This position involves managing enrollment, communication with parents, record-keeping, and coordinating various administrative tasks that support the overall operations of the center.

Key Responsibilities:

1. Enrollment and Registration: Manage the enrollment process, including maintaining accurate records of enrolled children, waiting lists, and admission requirements. Communicate with prospective parents, provide information about the center, and guide them through the enrollment process.
2. Communication and Customer Relations: Serve as a point of contact for parents, addressing inquiries, concerns, and providing regular updates on center activities. Facilitate effective communication between parents, teachers, and administrative staff.
3. Record-Keeping and Documentation: Maintain accurate and up-to-date records related to child enrollment, attendance, medical information, and consent forms. Ensure compliance with data protection and privacy regulations.
4. Financial Administration: Oversee billing, invoicing, and tuition collection processes. Collaborate with the Executive Director to manage financial transactions, track payments, and resolve any discrepancies.
5. Administrative Support: Coordinate administrative tasks such as scheduling, correspondence, filing, and managing office supplies. Provide support to the Executive Director and Program Director as needed.
6. Regulatory Compliance: Ensure that administrative processes and documentation adhere to licensing, regulatory, and accreditation requirements (e.g., GAAP, CFCAP, Subsidy, Pkeep, and Educare). Assist with audits and inspections to verify compliance.
7. Parent Engagement Events: Organize and coordinate parent orientation sessions, open houses, and events that promote family engagement and communication.
8. Staff Coordination: Collaborate with teaching staff to ensure timely and accurate communication about attendance, health, and emergency contact information.
9. Health and Safety: Maintain health and emergency contact records for all children, ensuring the availability of updated information in case of emergencies.
10. Technology and Systems Management: Utilize software systems for managing enrollment, communication, and record-keeping. Train staff in using administrative tools effectively.
11. Church Collaboration: Collaborate with Church on general building maintenance and upkeep, and their shared costs as well as the upkeep, maintenance and repair of Center owned property and materials (e.g., computers, office equipment, playground equipment, classroom furnishings and equipment.)

Qualifications:

• Bachelor's degree in Business Administration, Early Childhood Education, or a related field (preferred).
• Proven experience in administrative management, preferably in an educational or child-focused environment.
• Familiar with or willing to train on level 2 OSSE Pkeep preschool program and Educare enrollment.
• Strong organizational, multitasking, and time management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and accuracy in record-keeping and documentation.
• Familiarity with regulatory guidelines and compliance requirements for child development centers.
• Proficiency in office software, including spreadsheet and database applications.
• Ability to handle confidential information with discretion.
• Customer-focused attitude and strong problem-solving capabilities.
• CPR and First Aid certification (preferred).

The Administrative Manager for the St. Philip’s Child Development Center plays a critical role in ensuring efficient administrative operations and maintaining positive relationships with parents and staff. This role requires strong organizational skills, attention to detail, effective communication, and the ability to navigate administrative tasks in a dynamic and child-centered environment.

St. Philip's Child is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.