Administrative Coordinator for Early Childhood Program

Friends of St.

Francis Job Announcement Job Title:

Administrative Coordinator Classification:

Regular full-time, non-exempt

Work Schedule :

35-40 hours per week, occasional evenings

Reports To:

Executive Director Scope:

Under the direct supervision of Executive Director, the Administrative Coordinator assists in ensuring that the day-to-day administrative operations, child enrollment and parent orientation and ongoing parent activities of the Center runs smoothly. The primary functions of the role fall under various categories as outlined below; however, other duties may be assigned by management as needed.

Responsibilities:

General Operations Greet parents/visitors, answer all incoming calls, retrieve voicemail messages and distribute as appropriate. Handle Alliance transmission envelopes and distribute information as appropriate. Maintain master calendar. Assist in providing Center's public information as needed. Update staff and resource roster. Assist and prepare files and other documents for audits. Provide administrative support for teachers as needed. On an annual basis and as needed, file, inventory and store documents that are no longer in use, per proper guidelines. Human Resources Track and collect all required vaccination verifications, immunization records and physical records. Track all required training certifications and attestations. Purchasing and Accounting Submit expense reports and receipts to Alliance for Administration only. Monitor Admin credit card receipts and submit to the Alliance. Order office, maintenance and kitchen supplies. Develop and maintain a master ordering system for all standard orders. Establish vendor accounts as requested. Enrollment Review and track enrollment records, i.e. vaccinations, meal benefit forms, required and center specific enrollment forms, etc. in preparation for reporting. Track and update documents pertaining to new and departing children on a weekly basis. Maintain daily, weekly and monthly attendance records. Parent Coordination Refer inquiries about information and placements to the Alliance Enrollment Specialist. Act as translator between Spanish speaking families or children with Center, Teachers and Alliance. Give tours of the Center to potential clients in coordination with the Alliance and Site Supervisor Coordinate all document handoffs with the Alliance. Ensure physician roster is always up to date. Maintain emergency card binder to ensure that it is always up to date. Ensure parent email distribution list(s) are current. Coordinate with the Site Supervisor to inform parents of upcoming events via monthly calendar, emails and Britewheel. Post all notices to parents in English and Spanish. Conduct parent intake process. Engage with parents to provide and document referrals for social services, employment, and a wide range of needs. Maintain resource binders for San Francisco social services and public school programs. Utilize parent survey annually to plan parent and family events, involving staff in preparing for and participation in this process. Communicate all special needs diets to the Food Service vendor with parent collaboration. Establish any medical treatment a child needs and work with parents to provide proper notification from the doctor and training or staff. Assist in updating the parent handbook in English and Spanish. Schedule dental, vision, hearing screenings with Public Health Nurse and Site Supervisor. Facilities Management Maintain inventory of equipment and physical assets. Maintain maintenance records and warrantees Utilize Brick and Mortar Property Management portal to arrange repairs at the Center in tandem with an organizational system for reporting needed repairs as they are noted. Fundraising Maintain donor data base and activities record. Update Excel spreadsheet mailing list. Maintain files for fundraising related materials and proposal related documents.

Other Responsibilities:

Other duties as assigned by Site Supervisor or the Executive Director.

Minimum Qualifications:

Some college with a minimum of 3 years general administrative experience (or equivalent) preferably in a non-profit environment. Bilingual Spanish/English (written and oral) preferred. Requires excellent communication skills both verbal and written. Have a warm, friendly and pleasant demeanor. Must be detailed-oriented and strong organizational skills. Must be a self-starter with ability to work independently and collaboratively. Demonstrates competence working as part of a diverse team that serves a culturally and economically diverse community. Use Family Support Principles in working with parents and staff. Must be able to work under direct supervision or as part of team. Ability to track, perform, multi-task and handle projects with varying time sensitive deadlines. Proficient with

Microsoft Office:

Word, Excel and Google Suite. Excellent problem-solving skills. Able to use reflective practice to identify areas for professional growth and participate in a growth plan.

Physical Requirements :

Ability to lift a minimum of 10 lbs. Ability to walk, stand, reach, bend and sit Ability to perform data entry•

General Duties:

As the front desk representative for the center the Administrative Coordinator is expected to provide quality, confidential, respectful, bilingual customer service and administrative support for families, center staff and the Friends of St. Francis community.

Pay:

$34.00•$39.00 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Education:

Associate (Preferred)

Language:

Spanish (Preferred)

Work Location:

In person