Early Learning Systems Administrator

POSITION SUMMARY

The Early Learning Systems Administrator manages all administrative, clerical, scheduling, and data management functions for OCCA/CCIP. This position provides full operational support to the Manager, Associate Director, and Network Coaches. Work is primarily performed in an office and virtual environment with frequent computer use. This role may require occasional evening or weekend hours to support events and trainings.

JOB DUTIES & RESPONSIBILITIES

Administrative & Office Support

• Manage team calendars, schedule meetings, and coordinate communication logistics.
• Prepare meeting agendas, take minutes, and maintain digital files.
• Support production of handouts, marketing materials, and recruitment content.
• Coordinate translation workflows with external vendors.

Membership Processing & Support

• Process and track membership applications accurately and in a timely manner.
• Maintain member records and documentation; support compliance with program requirements.
• Respond to member inquiries and route requests to the team member as needed.

Data Management & Reporting

• Maintain records, spreadsheets, and provider databases.
• Track member applications, agreements, contracts, event attendance, and coaching logs.
• Generate summary reports for internal and funder use; support basic data quality checks.

Logistical Support

• Organize materials and provide on-site/virtual support for trainings, classes, and events.
• Manage small purchasing, invoices, reimbursements, and supply coordination in alignment with established procedures.
• Provide Zoom and virtual event technical assistance(e.g., scheduling, participant support, basic troubleshooting)
  Website & Communications Support
  • Assist with basic website updates and post-event uploads.
  • Support social media posting logistics and maintain consistent file organization for communications assets.
    

Other Duties

Additional responsibilities as assigned by supervisor.

SUPERVISORY RESPONSIBILITIES

This position does not supervise.

REQUIRED SKILLS AND QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following competencies:

Qualifications

• Demonstrated administrative and clerical experience, including scheduling and meeting support.
• Experience maintaining spreadsheets and databases with strong attention to detail and confidentiality.
• Strong written and verbal communication skills; ability to coordinate with multiple stakeholders.
• Comfort using common office technology and collaboration tools (e.g.,Microsoft Office/Google Workspace, Zoom).
• Ability to organize multiple priorities, meet deadlines, and work both independently and as part of a team.

Knowledge, Skills, and Abilities

• Skilled in organizing digital files, maintaining accurate records, and following documentation processes.
• Ability to compile, reconcile, and summarize data for reporting purposes.
• Strong customer service orientation and ability to communicate clearly with providers, partners, and the public.
• Ability to troubleshoot basic technology issues and provide virtual meeting support.
• Ability to maintain a high level of professionalism, discretion, and cultural responsiveness.

REQUIRED EDUCATION AND EXPERIENCE

Required Education

Required Education

• High school diploma or GED (or equivalent).

Required Experience

• 2 years of progressively responsible administrative/operations support experience that includes most of the following:

• calendar management meeting coordination/minutes
• maintaining spreadsheets/databases and accurate records
• customer service / member or client support
• supporting events/trainings and handling basic purchasing/invoices
• various virtual meeting support

Acceptable equivalency 

• “Any combination of education and experience that demonstrates the ability to perform the essential functions.”

Preferred

• Associate’s or Bachelor’s in business, education, public administration, or related field and/or
• 3 years admin/coordination experience
• Experience in early learning, nonprofits, membership organizations, or vendor/translation coordination
• Experience with CRM/CMS/website updates (e.g., WordPress) and simple reporting

PHYSICAL REQUIREMENTS

The physical requirements outlined below must be met to successfully perform the essential functions of this position. Reasonable accommodations may be provided to enable individuals with disabilities to perform these essential functions.

While performing the essential duties of this job, the employee is regularly required to talk and hear, sit and stand for long periods of time, and use computer equipment. The employee is required to use hands to finger, handle, and reach with hands and arms, stand and walk, kneel, or crouch. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this role include close vision, distance vision, depth perception, and ability to adjust focus.

ENVIRONMENTAL WORKING CONDITIONS

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

While performing the duties of this job, the employee is occasionally exposed to moderate noise levels typical of an office environment.