CDC Office Manager - Boys & Girls Clubs : Job Details

SUMMARY: Boys & Girls Clubs of Southcentral Alaska is seeking an Office Manager to join our team and support childcare licensing compliance and departmental operations. The Office Manager in a Child Development Center (CDC) plays a critical role in ensuring the smooth operation of administrative tasks and supporting the overall function of the center. The Office Manager will oversee various tasks related to staff and child records, program compliance, administrative duties and will be instrumental in maintaining strong relationships with state, municipality, and licensing stakeholders. The ideal candidate will possess exceptional attention to detail, a proactive approach to project ownership, and the ability to work independently on daily, monthly, and long-term projects. If you are someone who takes pride in your work, enjoys taking on challenges, and is committed to contributing to the future success of Boys & Girls Clubs of Southcentral Alaska Child Development Center, we invite you to join our team. ESSENTIAL JOB RESPONSIBILITIESSupervising Responsibilities

• Direct Reports: Administrative Assistant within the Child Development Center programs
• Providing clear leadership and direction to the Administrative Assistant to ensure alignment with organizational goals and objectives. Setting performance expectations and providing ongoing feedback and guidance
• Effectively managing the workload of the Administrative Assistant, ensuring that tasks are delegated appropriately and completed in a timely manner. Prioritizing tasks and reallocating resources as needed to meet deadlines and organizational priorities
• Fostering open communication and collaboration within the team and across departments. Facilitating regular team meetings or check-ins to discuss progress, share updates, and address any concerns or challenges
• Resolving conflicts, addressing challenges, and making decisions in a timely and effective manner. Seeking input from team members and stakeholders when necessary and considering different perspectives before making decisions
• Ensuring compliance with organizational policies, procedures, and regulatory requirements. Conducting regular audits or quality checks to maintain the highest standard of performance and service delivery
• Providing support, mentorship, and guidance to the Administrative Assistant to foster their professional development and career growth. Creating opportunities for learning and skill enhancement

File Management

• Ensure accurate documentation of staff training records, certificates, and logs according to licensing requirements
• Monitor and verify staff compliance with annual training requirements, including mandatory trainings from various stakeholders
• Create and maintain child files, including managing child immunization records and other required documentation
• Ensure accuracy and completeness of child files, including enrollment and transition information

Training Schedule Management

• Track, input, and update the annual training schedule to ensure all teachers fulfill their annual training obligations
• Coordinate with staff to schedule training sessions and ensure timely completion of required trainings

Program Compliance

• Process records and maintain files to ensure compliance with programs such as Learn & Grow and the SEED registry.
• Monitor program requirements and ensure that all necessary documentation and reporting are completed accurately and on time.

New CDC Staff Orientation

• Develop and maintain new CDC staff orientation checklists to guide new hires through required training and activities.
• Ensure that new CDC staff members complete all mandatory training components during their orientation period.

Licensing Compliance

• Ensure compliance with licensing regulations and requirements. This includes ensuring all CDC staff meet training and certification requirements
• Assist with licensing paperwork, data management, and report preparation as needed to support licensing requirements.

Administrative Support

• Provide administrative support to the Director, Assistant Directors, staff, and families. This includes managing maintenance requests, conducting bi-annual emergency record card reviews, and managing allergy notifications
• Assist with clerical tasks such as answering phones, conducting reference checks, and managing electronic communications
• Collect and maintain data related to program operations, attendance, and outcomes. This may involve compiling reports, analyzing data trends, and using data to inform decision-making and program improvement efforts
• Assist in the development and implementation of policies and procedures related to CDC operations, safety protocols, and program quality standards
• Undertake any additional duties as assigned to support the operations of the Child Development Center and childcare program

Parent Support

• Serve as a point of contact for parents and families by providing information about our center programs and services
• Assist parents with the enrollment and registration process, distribute enrollment packets, and maintain enrollment and transition information
• Collaborate closely with the Finance department to ensure accurate billing for childcare services

Tour Coordination

• Schedule and assist in completing CDC tours with parents as needed, providing information about center programs, services, and facility amenities

Record Archiving

• Archive child and department records, including incident/accident reports, for proper record-keeping and compliance purposes

Community Engagement

• Represent the CDC within the local community and build positive relationships with stakeholders such as other childcare providers, schools, and community organizations

Requirements SKILLS & KNOWLEDGE REQUIRED The requirements listed below are representative of the knowledge, skills, and/or ability required

• Must be 21 years of age or older
• Associate degree or higher in a relevant field such as business administration, early childhood education, or office management preferred
• Must have five years supervisory skills and experience necessary including delegation of responsibility and motivation of staff
• Have sufficient experience, acquired through at least five years of early childhood education work, to professionally understand the development of children from birth through age 12
• Five years of proficiency in office management and administrative experience preferred
• Strong organizational skills, including the ability to efficiently organize, prioritize tasks, manage various administrative duties, and maintain records effectively
• Excellent time management skills to meet deadlines and manage multiple responsibilities simultaneously
• Meticulous attention to detail to ensure accurate documentation and compliance with licensing requirements
• Strong verbal and written communication skills to effectively interact with staff, parents, and external stakeholders, conveying information clearly and professionally
• Ability to maintain precise records and files, as well as create and maintain efficient filing systems
• Demonstrated customer service skills to interact with parents, answer inquiries, and address concerns in a friendly and professional manner
• Ability to provide support and assistance to parents and staff members as needed
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook
• Ability to navigate database systems and maintain electronic records
• Experience with data management and record-keeping practices
• Ability to accurately track and input data, maintain databases, and generate reports
• Strong problem-solving skills to identify issues, develop solutions, and implement corrective actions as needed
• Ability to troubleshoot problems and make sound decisions independently
• Ability to work collaboratively with other staff members and departments, demonstrating a willingness to support and assist colleagues as needed
• Familiarity with childcare licensing regulations and requirements, as well as an understanding of state and local regulations governing childcare facilities
• Basic knowledge of child development principles and practices, including an understanding of the needs and developmental stages of young children.
• Ability to adapt to changing priorities and work effectively in a dynamic environment
• Willingness to take on new challenges and responsibilities as needed
• Ability to handle sensitive information with discretion and maintain confidentiality
• Ability to maintain first aid and CPR certification
• Must pass a name-based and fingerprint criminal records background check annually
• Must have a valid bank account for payroll direct deposit

BENEFITS (* represent full-time only)

• Professional Development & Tuition Assistance
• Advancement Opportunities
• Paid Time Off
• Twelve Paid Holidays
• Employee Assistance Program*
• Retirement Benefits
• Comprehensive Health Insurance Benefits*
• Flexible Spending Accounts (Medical & Dependent Care) *
• Employer Sponsored Disability Insurance*
• Employer Sponsored Life & AD&D Insurance*
• Voluntary Life, Accident, & Critical Illness Insurance
• Payroll Direct Deposit

PHYSICAL DEMANDS The role of Office Manager within the Child Development Center involves various physical demands, while the position is primarily administrative in nature, some physical tasks may be required. These demands may include:

• Mobility: The ability to move within the office environment, including walking between workstations, offices, and meeting areas
• Lifting and Carrying: Occasionally lifting and carrying objects or materials, such as files, office supplies, or equipment, weighing up to a 30lbs
• Fine Motor Skills: Utilizing fine motor skills for tasks such as typing, writing, and handling small objects or equipment
• Sitting and Standing: Extended periods of sitting or standing while performing administrative duties, using office equipment, or interacting with staff and visitors
• Climbing: Climbing stairs or ramps within the facility

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job. If any specific physical requirements or accommodations are needed, they should be communicated in writing to the People Operations Department for consideration and implementation. WORK ENVIRONMENT The Office Manager within the Child Development Center operates within a dynamic and collaborative work environment that encompasses both office-based and child-centered settings. Key aspects of the work environment include:

• Office Setting: The primary workspace is typically an office environment within the Child Development Center facility. This may include a combination of individual workstations, shared office spaces, and meeting rooms
• Child Development Center: The Office Manager may interact with children, parents, and staff within the Child Development Center programs. This environment is child-friendly and designed to support early childhood education and development
• Noise Level: The noise level in the work environment may vary, with periods of quiet administrative work and times when the environment may be livelier due to children's activities and interactions
• Outdoor Spaces: The outdoor spaces consist of play areas or recreational spaces where children engage in outdoor activities under supervision.
• Safety and Security: The work environment prioritizes the safety and security of children, staff, and visitors. Safety protocols, emergency procedures, and child protection policies are strictly adhered to.
• Collaborative Atmosphere: The work environment fosters collaboration, teamwork, and open communication among staff members and departments within the Child Development Center.
• Community Engagement: The Office Manager may have opportunities to engage with the local community, including parents, volunteers, and partner organizations, to support the mission and goals of the Child Development Center.

EQUAL EMPLOYMENT OPPORTUNITY Boys & Girls Clubs of Southcentral Alaska (BGCSAK) is an equal opportunity employer. We are committed to the spirit and letter of all federal, state, and local laws and regulations pertaining to equal opportunity. BGCSAK does not discriminate against any individual with regard to race, color, religion, sex, national origin, age, disability, veteran status, or other protected status. This Policy extends to all terms, conditions and privileges of employment, and the use of all BGCSAK facilities. Salary Description $25.00-$29.00 DOE