Early Childhood Education Office Coordinator

3 weeks ago

Washington, Washington, D.C., United States Martha's Table Full time
Job Description

Overview

The Office Coordinator plays a vital role in supporting the smooth and efficient operation of our Early Childhood Education center. This position manages essential administrative tasks to maintain an organized and welcoming environment.

Key Responsibilities

  • Supports the Education Leadership Team in ensuring compliance with OSSE licensing regulations, Head Start policies, Head Start Program Performance Standards (HSPPS), and NAEYC-accredited program standards
  • Manages efficient office workflows (e.g. redirecting phone calls, document distribution, inputting data to spreadsheets and compliance systems)
  • Prepares, revises, and distributes the daily and weekly staffing schedule ensuring staffing and classroom ratios are in compliance
  • Ensures safety of the education program by monitoring and controlling access to the Education wing
  • Attends daily, weekly, and monthly meetings to ensure seamless coordination of Education program activities
  • Leads monitoring, data-input, and report compilation processes for meal counts, attendance, body checks, sanitation logs, and incident reports
  • Conducts training on systems for meal count entry and attendance for new ECE team members; leads quarterly refresher training for existing team members
  • Monitors and inputs daily attendance in ChildPlus, enters any other data upon request
  • Configures and maintains staff, student, and family records in Brightwheel, our ECE program management and communications platform; conducts daily Face to Name attendance checks using this tool
  • Conducts quarterly audits of children's allergy and dietary needs information, emergency contacts, classroom binders, and children's medication to ensure all documentation remains current and in compliance
  • Establishes and maintains systems for inventory of supplies with attention to program budget; orders, receives, stores, and organizes supplies in designated areas
  • Assists parents, teachers, and visitors as needed with questions and concerns
  • Provides staffing support in classrooms as needed
  • Supports other MT departments as needed

Administrative Support

  • Answers and directs phone calls, takes messages, and handles correspondence.
  • Greets and assists visitors, parents, and staff with inquiries.
  • As directed by the Education Leadership team, prepares and distributes center communications, including emails, notices, and Brightwheel messages.
  • Maintains document filing systems.
  • Monitors and maintains organization of ECE office space, ECE lobby/entrance, and car seat storage
  • Exhibits a strong sense of discretion and professionalism.

Communication and Customer Service

  • In the absence of a member of the Education Leadership team, serves as the primary point of contact for parents and guardians, addressing inquiries and providing information about the center's programs and policies.
  • Facilitates effective communication between parents, teachers, and administrative staff

Supply and Inventory Management

  • Monitors and manages inventory of office and classroom supplies, ensuring that necessary items are stocked and readily available.
  • Places orders for supplies and equipment as needed, and manage relationships with vendors and suppliers.

Compliance and Safety

  • Ensures compliance with state and local regulations, including maintaining up-to-date health and safety records.
  • Assists with the preparation and submission of required reports and documentation.
  • Supports the implementation of health and safety policies and procedures, including emergency preparedness plans.

Requirements

  • High School diploma or equivalent
  • Proficiency in Google Suite
  • Familiarity with ChildPlus
  • Quorum Learning Training over child safety, classroom safety, cpr/first aid, and protection against illnesses.
  • CPR / First Aid

Experience, Knowledge, and Skill Requirements

  • Minimum of two years experience working with children aged 6 wks - 5 years old
  • Excellent customer service and public relations skills and strong oral and written communication skills
  • Digital Literacy skills (MS Word, Excel, Gmail, etc.)
  • Excellent organizational skills keeping an accurate inventory of supplies and completing order requisition forms as needed
  • Time management and problem-solving skills
  • Ability to multitask, prioritize, and pay close attention to detail
  • Demonstrated commitment to Martha's Table's core values of compassion, respect, teamwork, and accountability

Equal Opportunity Employer

Martha's Table is an Equal Opportunity Employer and is committed to providing employees with a work environment free of discrimination and harassment of any kind. We prohibit discrimination and harassment of any type without regard to race, color, religion or belief, age, sex (including pregnancy), national, social or ethnic origin, disability status, HIV status, family medical history or genetics, protected veteran status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, family or parental status or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Martha's Table will not tolerate discrimination or harassment based on any of these characteristics. If you need assistance or an accommodation due to a disability, you may contact us at or via email

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