Multi-Program Operations Assistant

Are you passionate about childhood education and helping children learn, grow, and develop while working in a fun and rewarding environment? American Preschools believes early child education starts with a healthy and safe learning environment. We are proud to offer our community a stable and reliable childcare that meet the needs of each child. It is our goal to help children ages birth to 12 years old move forward in their developmental growth and be prepared for school. Children have an opportunity at our program to create, explore the environment, learn problem solving and personal interaction skills, and learn concepts through first-hand experiences.

This is a full-time position that works 8-hours shift, Monday – Friday within business hours of 8:00am – 6:00pm. Pay rate of $15 - $18 per hour depending on education and experience. This position is onsite supporting two childcare locations: (4000 S. Goldenrod Road, Orlando FL 32822 and 1616 Conway Gardens Road, Orlando FL 32806). Employees are offered comprehensive benefits which includes assistance with ACA (Affordable Cares Act) medical health plan enrollment, paid time off, annual performance/retention bonus, tuition reimbursement, and professional development opportunities.

The Operations Assistant plays a meaningful role in the day-to-day operations management of our childcare programs. You'll have the opportunity to utilize your interpersonal and organizational skills while bringing an enthusiastic energy to the staff, families, community partners, and vendors. Under the direct supervision of executive management, the Operations Assistant provides administrative support and leadership for the preschool team members and undertake all front desk receptionist, administrative, and customer service duties. This position answers routine correspondence with parents, community, business partners, and community agencies. A customer-oriented approach is essential. The ideal candidate will have a friendly, smiling, and easy-going personality while also being very perceptive, responsible, and disciplined. Must be energetic, able to adapt to a fast-paced environment, a team player, and maintain a positive attitude.

Why You'll Love Working for Us:

• 40 Hours of Paid time off (accrued hours per biweekly pay period) after 6 months of hire date

• 12 days paid holidays according to program year calendar

• Professional development assistance (We partner with Florida T.E.A.C.H. Scholarship Program)

• Flexible work schedule within operating business hours

What You'll Do:

Administrative Duties:

• Provide administrative office coordination, support, and management of calendars for management team.

• Prepare, organize, and file forms and documents related to program operations.

• Manage office and classroom supply inventory and order as needed.

• Update reporting logs of vendors, service providers, and contractors.

• Keep accurate records of incoming and outgoing payments of invoices.

• Prepare binders, letters, memos and/or documents as needed/requested.

• Receive letters, packages, etc., and distribute them.

• Managing weekly social media and parent newsletter updates.

• Prepare and process new student enrollment packets to include tracking of eligibility for subsidies certificates, assignment of students to preschool in state system portal, collection of application and registration fees.

• Create and maintain students records in accordance with established enrollment procedures and guidelines to meet required DCF, health, safety, and billing documents: Immunization Card, Adult Driving Prevention Tips, Flue & Influenzas, Media Release, Subsidy Voucher Certificate, FL Dept of Health Application signatures.

• Request parent documents needed to update students’ files.

• Prepare monthly reports to identify upcoming changes of students age placements, immunization records expiration, tuition subsidies certificate, and food program eligibility and expiration.

• Track and report preschool development screening data entry in state system portal (QRS Assessment).

• Monthly data entry of School Readiness students attendance in the Early Learning Coalition state system portal.

• Print, make copies, and distribute documents to teachers of necessary sheets such as Incident Report, Disciplinary Report, etc.

• Analyze all operations and forward suggestions for improvement to management.

• Monitor and manage daily email communication and escalate to management as needed.

Customer Service & Program Support Duties:

• Greet and welcome parents, students, teachers, volunteers, and guest.

• Answer all incoming calls and redirect them or keep messages.

• Answer questions, address complaints, and give accurate information.

• Manage adherence to quality standards in accordance with the center’s vision and state and local requirements.

• Update bulletin boards documentation throughout program: main entrance, faculty, breakroom, classroom.

• Maintain positive relationship with regulatory agencies, community, and business partners through implementation of community outreach activities to maintain and promote positive community relationships.

• Conduct routine facility safety and health inspection to ensure adherence to local and state regulations and reporting requirements.

Knowledge, Skills, and Experience Requirements:

• High School Diploma, College Degree preferred

• Minimum of 2 years of direct professional experience in administrative support role

• Excellent interpersonal skills with ability to communicate effectively

• Superb oral and written communication skills

• Advanced computer skills: MS Office (Word, Excel, Google Docs), Adobe,

• Customer service oriented

• Personal effectiveness/credibility; integrity; commitment to confidentiality

• Demonstrated abilities to take initiative, problem-solve, and work productively without continuous supervision

• Exhibit flexibility, thoroughness, trustworthiness, reliability, collaboration skills, technical capacity

• Good organizational and multitasking abilities to meet deadlines

• Team player mindset

Additional Eligibility Qualifications:

• Willingness to obtain CPR and First Aid Certification

• Must clear a full level II background screening

Physical Requirements:

• Lift up to 35 pounds

• Sit, stand, and walk for long period of time

Employment Type: Hourly

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.