Program Assistant

Job Description

SUMMARY OF FUNCTIONS:

This position supports the Director of the Child Development Program by ensuring smooth operations and proper classroom coverage while managing the enrollment process and fostering positive relationships with families.

MAJOR DUTIES AND RESPONSIBILITIES:

Assist the Director of Child Development Programs with daily administrative and operational tasks and ensure proper classroom coverage.

Maintain an orderly appearance of the lobby and receptionist area; collaborate with the Receptionist Administrative Assistant to update bulletin boards and lobby monitors.

Conduct facility tours for potential families, emphasizing the center's unique features and curriculum.

Manage the intake process, including initial contact, scheduling tours, collecting required documentation, and processing enrollment applications.

Maintain accurate waiting lists and update families on availability.

Conduct thorough observation assessments of children's developmental needs to ensure appropriate classroom placement, collaborating with the administrative team.

Establish and maintain positive relationships with parents through regular communication about important announcements, and addressing concerns.

Conduct parent orientation sessions to familiarize families with the center’s policies, procedures, and curriculum.

Ensure compliance with state and federal regulations regarding enrollment and record-keeping.

Maintain detailed enrollment records and reports, including data on waitlist management, enrollment trends, and conversion rates.

Collaborate with the center director to develop and implement enrollment policies and procedures.

Work closely with teaching staff to facilitate smooth transitions for new students and effectively communicate important information about enrolled children.

Oversee and ensure that staff and parents are following policies, procedures, and best practices.

Collaborate with various departments to coordinate programs and initiatives effectively.

Provide guidance to staff, fostering a positive work environment.

Assist the Director in ensuring compliance with all State and Company Regulations through licensing checks.

Act as a role model of professionalism, leadership, and teamwork.

Manage student files and Immunization records, ensuring regulatory compliance.

Manage Procare and Brightwheel records, ensuring accurate data for all current students and families.

Manage supply orders, office supplies, first aid supplies, name badges, business cards, copier/printer supplies, and other marketing materials.

Oversee the Master Calendar.

Administer parent and staff email communications and email groups.

Assist parents with check-in/check-out at lobby kiosks, as needed.

Gather, sort, and distribute incoming mail/packages; handle outgoing mailings, order postage supplies, and print stamps as needed.

Report accidents/incidents and manage medications.

Coordinate special projects, including book fairs, school pictures, etc.

Maintain first aid supplies for classrooms and the Center, ensuring compliance with regulations.

Maintain confidentiality regarding sensitive information related to students, adult participants, staff members, and organizational decisions.

Monitor coverage board and adjust staff ratios as needed to meet compliance.

Communicate and demonstrate Frazer Center's philosophy, policies, and regulations to parents, staff, and visitors.

Maintain consistent attendance and punctuality, as this role is critical to the Center’s safety and operations.

Cover classrooms and assist with instructional duties as needed.

Familiarize yourself with receptionist administrative duties and cover the receptionist desk in their absence.

Perform other duties as assigned by the Director.

PHYSICAL FUNCTIONS:

Must be able to lift a minimum of 25 pounds.

Ability to bend, lift, and reach from the floor to chest level.

Ability to use a ladder for short periods when needed.

Must be able to sit for long periods.

Capability to look at a computer screen for long durations.

EXPERIENCE AND/OR EDUCATIONAL REQUIREMENTS:

Minimum of a CDA or Associate degree in Early Childhood Education (ECE) is required.

Strong knowledge of state licensing rules and regulations.

CPR and First Aid Certification is preferred.

Minimum of two years of experience in Early Childhood Education.

Proficient in Microsoft Excel, Word, and Publisher and other administrative software.

Excellent communication and customer service skills.

Ability to self-start and prioritize tasks efficiently while working independently.

Detail-oriented with exceptional organizational skills.

Strong problem-solving and analytical thinking abilities.

Strong customer service skills with an aptitude for multitasking.

Willingness to work in a classroom as needed.

Enthusiastic and adaptable, able to work well under pressure.

Pleasant and friendly demeanor with an outgoing personality.

Highly professional and dependable; must interact appropriately with students, parents, visitors, coworkers, and management.

Experience in nonprofit administration.

Knowledge of ProCare and Brightwheel.

NOTICE: Frazer Center is an equal opportunity employer, and a drug-free workplace. Selected candidates will have to undergo substance abuse screening and a criminal background check.

Full-time