Office Manager – Early Learning Center

Position: OFFICE MANAGER – EARLY LEARNING CENTER

Office Manager – Early Learning Center Education

• Associate’s degree in Business Administration, Management, Early Childhood Education, or a related field preferred.

Experience

• Minimum of 3–5 years of experience in office management, administrative support, or early childhood education settings.
• Prior experience in an early learning center or educational environment is highly desirable.

Skills And Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management systems.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong problem-solving skills with attention to detail.
• Ability to maintain confidentiality and handle sensitive information professionally.

Principal Responsibilities Office Administration

• Oversee daily office operations to ensure a clean, organized, safe, and efficient workspace.
• Manage office supply inventory, place orders as needed, and maintain accurate records.
• Coordinate maintenance and repair of office equipment and facility needs.
• Maintain filing systems and administrative records in compliance with YMCA policies and licensing requirements.

Director Support

• Provide administrative support to the Center Director and Regional Director, including scheduling and correspondence.
• Prepare reports, memos, and internal communications as directed.
• Maintain and update student and staff records, ensuring accuracy and confidentiality.

Parent and Family Engagement

• Serve as the first point of contact for parents and families, providing information, guidance, and support.
• Manage enrollment processes, including inquiries, applications, tours, and documentation.
• Coordinate parent-teacher conferences, meetings, and center-wide events.
• Support family communication through newsletters, emails, and other center communications.

Payroll, Finance, and Vendor Coordination

• Assist with payroll preparation and timekeeping accuracy.
• Coordinate with the accounting department to support financial reporting and documentation.
• Liaise with vendors and service providers to ensure timely delivery of supplies and services.

Facilities, Safety, and Compliance

• Support compliance with all health, safety, and childcare licensing regulations.
• Assist in planning and coordinating facility maintenance, improvements, and office moves.
• Maintain required documentation related to inspections, drills, and safety procedures.

Staff Support and Human Resources Assistance

• Assist with onboarding new employees, including preparing workstations and orientation materials.
• Maintain employee personnel files and administrative HR documentation.
• Provide general administrative support to teaching and support staff as needed.

Classroom Support (As Needed)

• Assist in classrooms during staff absences to ensure appropriate supervision ratios are maintained.

Work Ethic and YMCA Values

• Demonstrate professionalism, flexibility, and teamwork.
• Uphold and model YMCA values of caring, honesty, respect, and responsibility.
• Maintain a positive, solution-oriented attitude in a fast-paced environment.

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