Early Care and Education Administrative and Facilities Coordinator

The Early Care and Education (ECE) Administrative and Facilities Coordinator provides administrative work within a collaborative and fast-paced work environment, supporting the Head of Educational Excellence (HEE) in service of Allies’ comprehensive early education programs; provides general clerical support; supports Agency needs, with a focus on Early Care and Education operations; and directly oversees the maintenance and safety of Allies’ Early Education Center (Wagner) and program headquarters (Slauson), supervising the facilities maintenance team as well as front desk staff at both sites (Office Assistants).

ECE Administrative and Facilities Coordinator must adhere to policies, procedures, best practices, standards and regulations (CCL, CFCAP, HSPPS, CDSS, COA).

• Works closely with Head of Educational Excellence to support ECE program needs
• Coordinates supply orders for the ECE program for office supplies, equipment, and materials
• Solicits vendor bids as needed, providing timely and clear information to Head of Educational Excellence
• Acquires, distributes and stores supplies; maintains inventory of general office supplies (Wagner and Slauson)
• Performs a variety of clerical tasks including data input, letter preparation and mailing support, faxing, filing, copying, running errands, assembling and labeling files/binders, form completion and document revision
• Answers, screens and directs incoming calls as needed; ensures clients calling in reach the appropriate staff member and/or external partner agency to help address their needs; tracks referral calls if required
• Directs and provides tailored information to visitors and parents as needed
• Maintains professionalism, confidentiality and appropriate boundaries
• Provides input on policies and procedures during annual review
• Supports with the acceptance of enrollment and recruitment applications, forwards as appropriate
• Helps track and complete paperwork required for billing
• Participates in meetings and committees as assigned; responsible for preparing agendas, taking notes, sending invites and other tasks as requested by HEE
• Supports HEE with accurate and timely budget tracking as check requests are completed
• Participates in at least semi-monthly supervision meetings with HEE
• Participates in semi-monthly supervision meetings with HEE
• Meet monthly with ECE Site Coordinator to discuss facilities, safety, etc.
• Assists with general organizational or computer-based projects
• Assists with program file reviews as part of ongoing quality assurance processes and in preparation for audits
• Ensures timely, accurate completion of reports as well as other required documentation as assigned
• Attends and participates in all required staff development/training activities to enhance skills and develop professional knowledge
• Supports audits, reporting, and quality improvement efforts
• Staff must believe in and act in accordance with both the Agency’s and the program’s mission statements
• In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed in this job description

• Oversees orderliness and neatness throughout Early Education Center and Slauson site, including work rooms, reception areas, children’s library, and other common areas
• Works collaboratively across all programs
• Ensures timely responses to building and classroom facilities requests
• Ensures all monthly and annual safety checks (professional and in-house) are complete for Wagner and Slauson, and follows up on work orders as needed; ECE Administrative & Facilities Coordinator is the Integrated Pest Management (IPM) Coordinator for the Early Education Center
• Ensures annual notices are distributed to parents regarding any pesticides used onsite and that annual reports are provided to the California Department of Pesticide Regulation (DPR) as needed
• Maintains up-to-date Material Safety Data Sheets (MSDS) for the Early Education Center
• Creates and continually assesses effectiveness of systems to ensure that work orders are completed in a timely and efficient manner
• Maintains safety of Allies…