What are the responsibilities and job description for the OFFICE MANAGER – EARLY LEARNING CENTER position at YMCA of Central and Northern Westchester?
Office Manager – Early Learning Center Job Description
COMMUNITY YMCA OF CENTRAL & NORTHERN WESTCHESTER
JOB EXPECTATIONS
Job Title: Office Manager – Early Learning Center
Department: Childcare
Reports To: Regional Director and Center Director
Work Environment: Early Learning Center (with occasional classroom assistance as needed due to staff absences)
Department: Childcare
Reports To: Regional Director and Center Director
Work Environment: Early Learning Center (with occasional classroom assistance as needed due to staff absences)
GENERAL FUNCTION
The Office Manager at the Early Learning Center plays a vital role in supporting the Center Director and ensuring the efficient and effective operation of all administrative functions. This position is responsible for managing office operations, supporting staff, communicating with families, coordinating with vendors, and maintaining an organized, professional, and welcoming environment for children, families, and staff.
EDUCATION, EXPERIENCE, AND SKILLS
Education
- Associate’s degree in Business Administration, Management, Early Childhood Education, or a related field preferred.
Experience
- Minimum of 3–5 years of experience in office management, administrative support, or early childhood education settings.
- Prior experience in an early learning center or educational environment is highly desirable.
Skills and Competencies
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management systems.
- Ability to multitask, prioritize responsibilities, and meet deadlines.
- Strong problem-solving skills with attention to detail.
- Ability to maintain confidentiality and handle sensitive information professionally.
PRINCIPAL RESPONSIBILITIES
Office Administration
- Oversee daily office operations to ensure a clean, organized, safe, and efficient workspace.
- Manage office supply inventory, place orders as needed, and maintain accurate records.
- Coordinate maintenance and repair of office equipment and facility needs.
- Maintain filing systems and administrative records in compliance with YMCA policies and licensing requirements.
Director Support
- Provide administrative support to the Center Director and Regional Director, including scheduling and correspondence.
- Prepare reports, memos, and internal communications as directed.
- Maintain and update student and staff records, ensuring accuracy and confidentiality.
Parent and Family Engagement
- Serve as the first point of contact for parents and families, providing information, guidance, and support.
- Manage enrollment processes, including inquiries, applications, tours, and documentation.
- Coordinate parent-teacher conferences, meetings, and center-wide events.
- Support family communication through newsletters, emails, and other center communications.
Payroll, Finance, and Vendor Coordination
- Assist with payroll preparation and timekeeping accuracy.
- Coordinate with the accounting department to support financial reporting and documentation.
- Liaise with vendors and service providers to ensure timely delivery of supplies and services.
Facilities, Safety, and Compliance
- Support compliance with all health, safety, and childcare licensing regulations.
- Assist in planning and coordinating facility maintenance, improvements, and office moves.
- Maintain required documentation related to inspections, drills, and safety procedures.
Staff Support and Human Resources Assistance
- Assist with onboarding new employees, including preparing workstations and orientation materials.
- Maintain employee personnel files and administrative HR documentation.
- Provide general administrative support to teaching and support staff as needed.
Classroom Support (As Needed)
- Assist in classrooms during staff absences to ensure appropriate supervision ratios are maintained.
WORK ETHIC AND YMCA VALUES
- Demonstrate professionalism, flexibility, and teamwork.
- Uphold and model YMCA values of caring, honesty, respect, and responsibility.
- Maintain a positive, solution-oriented attitude in a fast-paced environment.