Operations Coordinator

2 days ago

Clemson, United States Clemson Child Development Center Full time
Job DescriptionJob Description
Summary

The Clemson Child Development Center (CCDC) is a non-profit ABC Quality Early Learning Center dedicated to the highest standards in early childhood care and education.Our focus is on the first five years of life, a vital window of opportunity in brain development.We are licensed by the SC Department of Social Services (DSS), accredited by the SC ABC Quality Rating and Improvement System (ABC QRIS) for childcare and early education, and comply fully with SC Department of Health and Environmental Control (DHEC) regulations and the requirements of the Children and Adult Care Food Program (CACFP).

CCDC is seeking a highly organized, detail-oriented, responsible, and compassionate individual with excellent “people skills” for our Operations Coordinator position. This professional will collaborate with the Executive Director, Director of Programs, and Finance Manager to maintain a high standard of enrollment practices and records management while also serving as the first point of contact for students, parents, teaching staff, Board members, volunteers, City personnel, and other individuals who enter CCDC’s doors.This position engages with all children and adults encountered in the daily operation of an early learning center and is a vital member of the CCDC School Family.

Duties

Operations:
Serve as Center Director Designee, the on-site staff person who assumes the responsibilities of Director for limited periods of time, when neither the Executive Director nor Director of Programs is on-site.
Open CCDC daily at 7:00am and supervise operations, staff, and children until a Director arrives.
During early morning hours, maintain DSS and ABC ratios in each classroom by coordinating placement of available members of CCDC staff.
Greet children and parents, ensuring that they check in via iCare each day.
Monitor and control access to the front entrance at all times to maintain security of facility, students, and staff throughout the day.
Answer telephone and forward calls as necessary.
Operate intercom phone system or walkie talkies when required.
Utilize CCDC Outlook email and SLACK to communicate with CCDC administration and other members of CCDC Staff/School Family.
Monitor CCDC email; respond and/or forward email messages appropriately.
Collect and distribute USPS mail and other shipping/receiving items.
Operate and maintain copier and other office equipment.
Order office supplies as needed and within budgetary constraints.

Student Attendance:
Accurately record daily student attendance via iCare check-in and check-out.
Maintain weekly classroom attendance records as required for DSS compliance and DSS scholarship recordkeeping.
Create and submit weekly 4K attendance reports for SC First Steps as required to receive First Steps scholarship payments.
Create and maintain daily roster of students in attendance who are private pay or who qualify for free or reduced meals.
Assist Nutrition Staff and Teachers in maintaining meal service records in iCare and edit/amend them as needed prior to monthly reporting for CACFP.
Prepare monthly attendance report for Finance Manager to submit to CACFP as required for food program reimbursement.

Enrollment Parent Communication:
Distribute weekly nutrition menu to parents via iCare and distribute paper copies to classrooms for posting.
Establish iCare accounts for students and parents; train parents to use iCare app on personal phone or on CCDC admin iPad.
Collect, file, and manage required enrollment forms (DSS, Immunization, ABC, CACFP, Parent Handbook signature page, Allergies).
Communicate with parents in a pleasant and appropriate manner in keeping with the ethos of CCDC.
Communicate with parents to request updated forms (DSS, Immunization, ABC, CACFP, Parent Handbook signature page, etc.).
Communicate with DSS and SC First Steps 4K to facilitate approval process for scholarships and 4K wrap-around services.
Maintain filing system to DSS, DHEC, and ABC standards.
Create and maintain up-to-date emergency contact information, immunization schedules, medications, and allergy lists.
Contact parents to pick up child in the event of illness or injury.

Employees:
Collect DSS forms, ABC forms, Employee Handbook signature page and other documents from new and established employees.
Submit new employee information and photograph to City for security access badge.
Create iCare profile for each new employee and train them how to clock-in and clock-out via iCare app on personal phone or on CCDC admin iPad.
Record employee hours via iCare time clock check-in and check-out and report to Finance Manager.
File employment documents and maintain employee records to DSS and ABC standards.
Assist Finance Manager as needed to maintain employee forms related to Human Resources and Payroll standards.

Additional Responsibilities:
Must complete DSS and ABC mandatory training.
Must attend and participate in school-wide Conscious Discipline mandatory training events.
Must participate in scheduled staff meetings and required training or CCDC workdays.
Other duties as assigned by the Executive Director, Director of Programs, Finance Manager, or CCDC Board of Directors.

Note:Duties outlined above are subject to change as the Center’s needs evolve and adapt to regulatory and compliance requirements.Significant changes to job description will be provided in writing.

Requirements

Qualification Requirements:
  • ·Preferred college or university degree in non-profit management or business administration
  • ·Minimum associate degree in business administration
  • ·Minimum of 2 years’ experience in office administration or related field; non-profit experience preferred
  • ·Previous experience in a DSS/ABC child development organization preferred
  • ·Ability to quickly learn CCDC enrollment, record-keeping, and reporting practices
  • ·Familiarity with office equipment and supplies
  • ·Proficiency in computer skills and developing technology, preferably familiar with iCare software
  • ·Ability to greet children and adults cheerfully during morning arrival and throughout the school day
  • ·Strong communication and problem-solving skills
  • ·Calm demeanor and ability to adapt quickly in an active and highly fluid position
  • ·Detail-oriented and organized with a high level of integrity
  • ·Ability to pass full background check per SC DSS requirements

  • Ability to pass health screening per SC DSS requirements
  • Ability to lift 35 lbs. if necessary


Nice To Haves

  • Preferred college or university degree in non-profit management or business administration
  • Minimum of 2 years’ experience in office administration or related field; non-profit experience preferred
  • Previous experience in a DSS/ABC child development organization preferred

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