Early Learning Center Administrative Coordinator

Job Summary:

The Early Learning Center Administrative Coordinator is responsible for overseeing clerical and administrative functions to ensure smooth daily operations. This position plays a key role in managing the student information system (ProCare), handling billing and collections, maintaining student and employee records, and ensuring compliance with immunization and certification requirements. Additionally, this role supports new student intake, including parent tours, registration, and orientation. The Administrative Coordinator will also manage employee time and attendance records, update general website information, and provide excellent customer service to parents, staff, and visitors.

Key Responsibilities:

Student and Parent Services:

• Administer and maintain the ProCare student information system, ensuring accurate student and family records.
• Track and manage student immunization records, notifying parents when updates are required.
• Facilitate student intake, including conducting parent walk-throughs, interest tours, and onboarding new families.
• Provide clear and professional communication regarding center policies, procedures, and expectations.

Billing and Collections:

• Manage billing and collections for childcare services through ProCare.
• Communicate with families regarding tuition payments, outstanding balances, and financial policies.
• Generate and distribute invoices and payment reminders.

Employee Records and Compliance:

• Maintain up-to-date employee records, including required certifications and annual training, such as CPR.
• Track and report employee time and attendance records.
• Ensure compliance with all regulatory and licensing requirements for employees.

Administrative & Communications Support:

• Update and maintain general information on the center’s website.
• Provide excellent customer service by greeting visitors, answering phone calls, and responding to inquiries.
• Assist with general office tasks such as filing, correspondence, and document organization.

Required Qualifications:

• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Minimum of 2 years of administrative, clerical, or office management experience.
• Proficiency in Google Suite (Google Docs, Google Sheets, Google Drive, Gmail, Google Calendar).
• Experience with billing and collections, preferably in a childcare or education setting.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Strong customer service skills with the ability to interact professionally with parents, staff, and visitors.

Preferred Qualifications:

• Experience working in an early learning center or childcare environment.
• Knowledge of ProCare or similar student information/billing systems.
• Experience managing and updating websites.
• Knowledge of social media management for business purposes.
• Bilingual skills (English/Spanish or other languages) are a plus.

Work Environment & Schedule:

• Full-time position with standard business hours, occasional evening or weekend events may be required.
• Primarily office-based with some interaction in classrooms and common areas.

This role is ideal for a detail-oriented, highly organized individual with a passion for supporting early childhood education through efficient administrative operations.