Administrative Manager - Daycare

Position Summary:

Key Responsibilities:

1. Office Administration & Operations

• Manage the front desk, greeting families, staff, and visitors while maintaining a welcoming environment.
• Oversee and organize daily administrative tasks, ensuring office operations run smoothly.
• Maintain and update files, records, and documentation to ensure compliance with licensing and regulatory agencies.
• Manage office supplies, ordering and tracking inventory as needed.
• Assist with coordination of meetings, training sessions, and special events.

2. Financial & Billing Support

• Oversee tuition billing, payments, and invoicing, ensuring timely collection of fees.
• Track expenses and assist the Executive Director with budgeting and financial reporting.
• Maintain payroll records and assist with processing staff timesheets.
• Handle petty cash, reimbursements, and expense tracking in alignment with financial policies.

3. Human Resources & Staff Support

• Assist with onboarding new staff, ensuring completion of necessary paperwork and training requirements.
• Maintain employee records, including certifications, background checks, and professional development documentation.
• Support scheduling and timekeeping, ensuring proper staffing coverage.
• Coordinate staff meetings and distribute relevant updates and information.

4. Licensing, Compliance & Record-Keeping

• Ensure compliance with New York State Office of Children and Family Services (OCFS) and other regulatory bodies.
• Maintain and update student and staff records in accordance with state and local regulations.
• Assist in preparing for inspections and audits, ensuring all documentation is up to date.

5. Parent & Family Communication

• Serve as the first point of contact for families, responding to inquiries via phone, email, and in person.
• Assist families with registration, enrollment paperwork, and tuition payment processing.
• Distribute newsletters, updates, and announcements to parents.
• Support the planning and organization of family events and engagement initiatives.

6. Technology & Data Management

• Maintain the center’s databases, ensuring accurate and up-to-date records.
• Assist in managing the Rippleton Center’s website, email communications, and digital platforms.
• Troubleshoot basic IT issues and coordinate with external vendors for tech support when needed.

Qualifications:

Educational Background:

• Associate’s or Bachelor’s degree in Business Administration, Early Childhood Education, Human Resources, or a related field. Relevant experience may be considered in lieu of a degree.

Experience:

• Minimum of 2 years of experience in office administration, finance, human resources, or a related field.
• Experience in a childcare, education, or nonprofit setting is preferred.

Skills & Abilities:

• Strong organizational and time management skills.
• Excellent communication and customer service abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and administrative software.
• Ability to multitask and handle sensitive information with confidentiality.
• Detail-oriented, proactive, and capable of working independently.

Additional Requirements:

• Successful completion of a background check and fingerprinting as required by New York State childcare regulations.
• CPR and First Aid certification (or willingness to obtain).

Compensation & Benefits:

• Salary Range: $40,000 – $45,000 per year, based on experience and qualifications.
• Health Benefits: Employer contribution toward health insurance.
• Additional Coverage: Dental, vision, and life insurance included.
• Retirement Benefits: 401(k) contribution.
• Paid Time Off (PTO): Vacation, sick leave, and holidays.

Application Process: