Part-time Office Manager

About the Center

Grace Covenant Child Development Center (GCCDC) is a non-profit childcare center located in the heart of the Fan District of Richmond, Virginia, that is affiliated with Grace Covenant Presbyterian Church. GCCDC and the church work closely to create a community of support and resources for parents. As a non-profit organization, 100% of tuition goes toward staffing, facilities, programs, and supplies. GCCDC is also proud to be able to offer need-based scholarships to families in our community. The mission of GCCDC is to teach the values of Christian life while providing a loving and safe environment for the nurturing of children and families. GCCDC is open from 7:30 am to 6:00 pm weekdays, and provides care for approximately 100 children, ranging in age from infants to pre-Kindergarten students.

Job Description

The Office Manager provides administrative support to ensure smooth daily operations. This role includes managing records, handling communication, and assisting with financial and enrollment processes.

Essential Duties

• Manage front desk operations, including answering phones and greeting families.
• Maintain child and staff records, ensuring all required documentation is up to date.
• Ensure completion of all necessary paperwork when a new family or staff member is onboarded.
• Process tuition payments, invoices, and basic financial records.
• Assist with enrollment, scheduling, and tracking attendance for staff including timesheet creation.
• Support staff with administrative tasks, including filing, supply ordering, and data entry.
• Communicate with parents regarding billing, scheduling, and general inquiries.
• Ensure compliance with licensing and regulatory requirements through proper documentation.
• Manage and distribute door codes.
• Assist in the creation and distribution of the center’s newsletter.
• Work with the administrative team to order supplies for the center within budget.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational, multitasking, and time management skills
• Excellent communication and customer service abilities
• Proficient in office software (e.g., Microsoft Office, Google Workspace) and data entry systems
• Knowledge of childcare regulations, privacy laws (HIPAA/FERPA), and administrative procedures (preferred)
• Experience with billing, payroll, and basic bookkeeping
• Ability to maintain confidentiality and handle sensitive information
• Comfortable working independently and as part of a team
• Familiarity with health, safety, and emergency protocols in childcare settings (preferred)
• Ability to create a welcoming, supportive environment for families and staff
• Problem-solving skills and the ability to remain calm in fast-paced or high-stress situations

Minimum Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred)
• 2 years of experience in office administration, preferably in a childcare, education, or nonprofit setting
• Proficiency in Microsoft Office, Google Workspace, and basic data entry systems
• Demonstrated ability to manage multiple tasks and prioritize in a fast-paced environment
• Ability to pass background checks and meet state childcare licensing requirements
• CPR/First Aid certification (or willingness to obtain upon hire)

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, staff may be required to do the following:

• Remaining in a standing position, often on feet for prolonged periods.
• Bending at the knees to lift/carry items.
• Walking up and down steps.
• Safely picking up children as needed.
• Moving about to accomplish tasks or moving from one building to another.
• Communicating with others to exchange information.
• Repeating motions that may include the wrists, hands and/or fingers.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORKING CONDITIONS AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee regularly works in a typical daycare setting environment Monday through Friday with varying hours.

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 25 – 30 per week

Benefits:

• Employee discount
• Paid time off
• Parental leave

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $20 - $25