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Administrative Coordinator

2 months ago

Rochester, New York, United States Ibero-American Action League, Inc. Full time
Job Overview

Position Summary:

Under the guidance of the Program Director, the Administrative Coordinator will play a crucial role in assisting families to ensure their requirements are fulfilled in accordance with licensing and program standards. This position involves supporting center personnel with daily operational tasks while maintaining professional interactions with staff, visitors, and parents. The Administrative Coordinator will collaborate closely with the Program Director, keeping meticulous records of parent billing, meal counts, and children's attendance.

Key Responsibilities:

Essential Duties:

  • Welcome, assist, and direct all visitors and incoming calls.
  • Gather all necessary data for meal count reporting.
  • Oversee the input of center-wide attendance records.
  • Manage the distribution and record-keeping of petty cash.
  • Collect, copy, distribute, and maintain records of mail.
  • Prepare letters, flyers, and all other communications for parents.
  • Handle all center-based orders efficiently.
  • Generate reports as required.
  • Complete all documentation promptly.
  • Participate in scheduled meetings, parent gatherings, training sessions, and center events as assigned.
  • Proficient in Microsoft Word, Excel, and data entry on database software.
  • Possess basic mathematical skills.
  • Maintain current forms and files.
  • Track parent billing and provide invoices to parents when necessary.
  • Deliver parent accounts to finance as needed.
  • Monitor and maintain all active NOD records when applicable.
  • Establish and nurture positive working relationships with Ibero staff, related agency personnel, and parents.
  • Adhere to Ibero's program policies, procedures, and standards.
  • Comply with state and federal laws, rules, and regulations relevant to childcare programs.
  • Perform any additional duties as assigned by the Program Director.

Skills and Competencies:

• Analytical Skills: Ability to utilize reasoning to resolve issues; capable of collecting and applying data to inform decisions.

• Attention to Detail: Ability to execute tasks accurately and thoroughly.

• Customer Service Orientation: Committed to addressing customers' needs while adhering to company policies.

• Diversity Awareness: Effectively engage with individuals from diverse backgrounds.

• Professional Ethics: Demonstrate integrity and professionalism in accordance with accepted standards.

• Interpersonal Skills: Ability to understand and respond to others' needs and behaviors.

• Relationship Management: Capable of building and maintaining networks that support work-related objectives.

• Reliability: Dependable and trustworthy in fulfilling responsibilities.

• Effective Communication: Proficient in both verbal and written communication.

Ibero American Action League is dedicated to equal employment opportunities and prohibits discrimination based on various protected characteristics.

Position Requirements:

  • Associate's degree in office management, secretarial studies, or human services, or an equivalent combination of education and experience, ideally with at least one year of direct experience working with families.
  • Basic knowledge of human services and community resources available to the public.
  • Fluency in Spanish, both written and spoken.
  • Awareness of children's and family needs.
  • Must possess a clean police record and health status.
  • Strong written and verbal communication skills in both languages.
  • Ability to perform all physical duties required by the role.
  • Ability to communicate positively and respectfully with children and families.
  • Completion of NYS background check.
  • Valid NYS driver's license with a satisfactory driving record and reliable transportation.
  • Demonstrated ability to work collaboratively.
  • Alternative combinations of education, experience, and training may be considered with approval from Ibero's President and CEO.