Children's Center Office Coordinator

Description
Priority consideration deadline: Friday, December 8
Compensation: $23.25 - $26.44 hour
GENERAL PURPOSE: Under the direction of the Children's Centers Director, performs accounting and administrative tasks including billing, attendance accounting, enrollment management, scheduling, licensing/funding requirements and food program. Provides administrative support for day-to-day operations of the Children's Center.
ESSENTIAL DUTIES & RESPONSIBILITIES
Primary Functions

• Oversees the operations of the front desk, including supervising the part-time front desk staff and serving as support to them
• Ensures excellent customer service is being provided at the front desk, in-person, on the phone and through email inquiries
• Ensures complete files are maintained for all children, families and staff according to established guidelines
• Maintains tracking and a follow up system to ensure all required compliance paperwork is received to meet requirements
• Completes and submits California Department of Education (CDE) Funding reports including verifying time sheets, extra hours and signatures within deadlines
• Prepares data/attendance reports as related to the requirements of the federal Child & Adult Food Program
• Prepares family billing, completes billing adjustments including late charges, additional days and vacation credits in a timely manner
• Monitors accounts receivable and maintains aging; reviews budget activity reports and submits corrections to Supervisor and/or Business Services
• Acts as Payroll Liaison, conducting the final review for accuracy of all payroll and personnel transactions prior to their submission to Payroll. Ensures all employees are enrolled in appropriate on-line training in a timely manner. Serves as point of contact for employees regarding payroll questions
• Maintains knowledge of Title V and Alternative Payment guidelines and requirements and ensures the Center meets these requirements and maintains proper reporting
• Maintains child immunization records and reporting to the state
• Assists in the planning and implementation of Marketing and Promotions in close coordination with the Graphics Department and Center departments. Assists with social media presence
• Assists in defining target markets. Ensures preparation, dissemination and tabulation of surveys and research regarding programming needs and advertising options
• Assists in the development and implementation of a comprehensive package of promotional efforts for the Children's Center
• Monitors and updates web page content relating to enrollment and funding to ensure it is compelling and accurate
• Makes suggestions for improvements to the overall Children's Center web page to ensure it is compelling and accurate
• Makes recommendations for changes to supervisor to meet established guidelines as stipulated
• Assists with routine administrative tasks including: Organization of the front desk area; operating copier/fax/computer equipment, deliveries, and other tasks as assigned
• Assists in phone calls, scheduling all appointments, obtaining and disseminating information as requested
• Ensures pamphlets, forms, and office supplies are readily available and well stocked

Minimum Requirements
QUALIFICATIONS
Minimum & Preferred Requirements
Education:

• Four-year degree from an accredited college or university required
• Completion of six units in Early Childhood Education or willingness to enroll upon hire preferred

Experience:

• Equivalent to three years' experience in general office administration or accounting work environment
• Experience working in a childcare setting preferred
• Early childhood teaching experience is a plus

License & Certification:

• Must meet health requirements - TB clearance and current Health Screening
• Current Child Development Program Director Permit required
• Current Pediatric First Aid and CPR training, including the proper use of asthma inhalers and/or Epi pens required (or completion within first 30 days)

Trainings:

• 15 hours of Accident Illness Prevention Training required (or completion within first 30 days)
• Pest control management training required (or completion within first 30 days)
• Anti-Harassment Training for Supervisors (completion required within first 30 days)
• Data Security & Privacy (completion required within first 30 days)

PERFORMANCE EXPECTATIONS

• Highly organized, confidential and reliable individual with keen written and verbal communication skills and the ability to work in a diverse, frequently changing population of students, faculty and staff
• Must be capable of maintaining positive working relationships with staff, parents, student volunteers and children in a cooperative venture while complying with applicable state and federal regulations
• Must be able to exercise tact and exhibit sound professional judgment. Expertise in handling emergency situations with composure
• Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion

KNOWLEDGE, SKILLS & ABILITIES

• Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
• Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
• Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
• Ability to gather and organize data, draw logical conclusions and discern implications
• Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure
• Ability to maintain high level of confidentiality
• Must have sensitivity to children's unique needs and lots of energy and personal commitment to the job

SCHEDULE & WORKING CONDITIONS
Year-round, campus-based, indoor-outdoor childcare center serving 200 children on a daily basis between the ages of 6 months to 5 years and their parents. This is a regular, full-time position, 8:30 a.m. to 5:30 p.m. Monday through Friday with a one hour lunch break.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
General office environment. Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
This position may be required to support classroom ratios. During those times, the work environment may include loud noises, smells, sitting on the floor or working in the outdoor playground spaces, which include exposure to sawdust, sun, rain, bloodborne pathogens and other environmental risks.
Staff-child ratios: Infants (1:3), Toddlers (1:4), 2-Year olds (1:4), Preschooler (1:8) Classroom group size: Infants (9), Toddlers (12/16), 2 year olds (16/20), Preschooler (24)
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files. Hearing and speaking to exchange information with children, staff and parents; bending, stooping and lifting children and/or equipment up to 50 pounds from the floor; standing for extended periods of time; moving quickly and easily from sitting to standing; working outdoors on a daily basis; visual scanning to insure child safety outside; able to perform movements including grasping, touching, pushing, pulling, manual dexterity and eye-hand coordination.
RELATIONSHIPS
Inside the Organization:

• Reports to the SDSU Children's Center Director
• Supervises part-time front desk office assistants
• Works closely and takes direction from the with Children's Center Assistant Director
• Works closely and collaborates with Food Services Supervisor
• Supports and interacts with 5 full-time Supervising Teachers and 11 Master Teachers
• Communicates with 250+ parents and student volunteers
• Works with children when necessary
• Works with A.S. Business Services and Building Services staff as necessary
• Collaborates with Office Coordinators and Payroll Liaisons

Outside the Organization:

• Campus departments, particularly Child Development
• Maintains contact with State Department of Education as appropriate.
• Maintains contact with Department of Social Services, Community Care Licensing Department as necessary
• Maintains contact with vendors as necessary
• Prospective families

EMPLOYMENT CATEGORY: Full-Time, Non-Exempt, Hourly, Grade 5
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered this position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.
Fingerprinting is required for all employee and volunteer positions that have direct contact with minor children.