Office Manager Early Childhood Education

Overview

The Early Childhood Education (ECE) Office Manager serves as an integral support member of the ECE Administrative Team, performing receptionist, clerical, and customer service duties.

Key aspects of this role include being present and being the warm and welcoming “face” of the department, and exceeding expectations while meeting the needs of the program participants and their families. A primary function of this and every other job at the J is to ensure by whatever rational and legal means necessary that each member, guest, and visitor leaves the J feeling just a little better than when they arrived.

Position Responsibilities

Administrative

· Daily opening of the school

· Monitoring security doors, cameras, and doorbells

· Supervise approved people to pick up children with the Emergency Cards

· Accurately assist in the daily communication for staff and children absences

o Includes communicating throughout the day with teachers and families

· Receiving and routing incoming phone calls and messages and answering routine questions

· Manage daily log of accident, injury, illness, infestation, and absence log for the AZ Dept of Health Servies for students and staff

· Assist in program paperwork, enrollment, and records (class and alpha list, program changes, etc.)

· In collaboration with the Communication Coordinator, maintain children’s records, including receiving and filing records and receiving immunizations

· Provide excellent customer service and create a warm, welcoming environment for children, families, members, guests, and staff.

· Greet visitors, parents and children warmly and provide assistance as needed.

· Answer phone calls, take messages, and respond to inquiries in a professional and courteous manner. This includes following up with prospective families as needed.

· Manage office supplies and inventory, placing orders as needed.

· Assist in maintaining a clean and organized office space

· Scanning, photocopying, and printing as necessary

Financial Tasks

· Prepare monthly snack menus and order related food items

· Manage café lunch program, creating monthly menus, and collaborating with the Marketing department for webpage lunch posting

· Financial tasks associated with the collection of late fees, fundraising, lunches, etc.

· Perform daily reconciliation of financial transactions through the ECE office

· Process POs for ECE teachers, directors, and office supplies

· Daxko updates for families and staff use and information for programming and accounting

· Assisting with scholarship files and updates with the Accounting and Membership departments

· Assist in fundraising committees, including but not limited to staff appreciation

· Order kitchen supplies and ECE department gloves, cups, shoe covers, and produce

Communication and Relationships

· Ongoing and continuous communication to the directors for tours, parent communications, and the other JCC departments

· Administrative support and collaboration to support directors as needed

· Build and maintain vendor relationships (Shamrock, Café at the J, Bennies, etc.)

· Build and maintain positive relationships with all JCC departments (Building Services, Children & Youth, Disability Program Services, Membership, Arts & Culture, and Sports & Wellness)

· Support a positive work environment with the administration team and the teachers

· Provide friendly and supportive relationships with the children and their grown-ups who care for them (includes prospective families)

Qualifications

· Minimum of a college degree in a related field

· Ability to thrive in a child-oriented atmosphere

· Exceptional customer service skills

· Pleasant and efficient phone and email communication

· Ability to multi-task

· Proficient in Microsoft Suite

· Basic clerical skills (filing, copying, scanning, etc.)

· Commitment to being part of a team approach and demonstrating flexibility with responsibilities

· Ready to adapt to changing needs by acquiring new skills and knowledge

Job Type: Full-time

Pay: $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $18