Early Education Administrative & Facilities Coordinator

JOB DESCRIPTION

Job Summary

The Early Education (EE) Administrative and Facilities Coordinator provides administrative support to the Head of Educational Excellence in service of Allies’ comprehensive early education programs; provides general clerical support; supports Agency needs, with a focus on Early Education operations; and directly supervises Early Education Center maintenance/facilities team. EE Administrative and Facilities Coordinator must adhere to policies, procedure, best practices, standards and regulation (CCL, CFCAP, HSPPS, CDE. CDSS. COA).

Agency Overview

Allies for Every Child (Allies) exists to give at-risk children and children living in poverty the foundation they need to increase their life choices and lead fulfilling lives. For over 30 years, Allies has been providing thousands of at-risk children and their families with critical, high-quality early education programs (including comprehensive Early Head Start services), family strengthening interventions, foster care and adoption services, and a range of vital, integrated services, including early childhood mental health, disabilities screenings, nutrition, dental and vision screenings, mental health and pediatric health consultations.

DETAILS

Categories / Dept

Early Education

REPORTS TO

Head of Educational Excellence

REPORTING STAFF

yes

STATUS

exempt
SHARE THIS JOB OPPORTUNITY

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General:

  • Works closely with Head of Educational Excellence to support Early Education program needs
  • Coordinates supply orders for the Early Education program for office supplies, equipment, and materials
  • Solicits vendor bids as needed, providing timely and clear information to Head of Educational Excellence
  • Acquires, distribute and stores supplies; maintains inventory of general office supplies
  • Performs a variety of clerical tasks including data input, faxing, filing, copying, running errands, assembling and labeling files/binders, form completion and document revision
  • Answers, screens and directs incoming calls as needed. Ensures clients calling in reach the appropriate staff member and/or external partner agency to help address their need. Track referral calls if required
  • Directs and provide tailored information to visitors and parents as needed
  • Assists with organizing events, including but not limited to reserving conference space; creating flyers; printing sign-up sheets and assembling participant packets
  • Prepares letters and mailings for the Early Education program as assigned
  • Maintains confidentiality and appropriate boundaries with all families
  • Provide input to polices and procedures during annual review
  • Supports with the acceptance of enrollment and recruitment applications and forward as appropriate
  • Helps track and complete paperwork required for billing
  • Participates in meetings or on committees as assigned
  • Assist with general organizational or computer-based projects
  • Assist with file review in preparation for audits as needed

Facilities/Maintenance:

• EE Administrative & Facilities Coordinator is the Integrated Pest Management (IPM) Coordinator for the center
• IPM will ensure annual notices are given to parents regarding pesticides used onsite and annual report are provided to California Department of Pesticide Regulation (DPR)

Supervision:

  • Directly supervises maintenance team, that support all Allies needs
  • Conducts monthly supervision with Early Education Center maintenance team, group and individual
  • Create and maintain agenda and notes for supervision meetings
  • Staff must believe in and act in accordance with both the Agency’s and the program’s mission statements
  • In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed on this job description.
  • High school diploma or equivalent required; AA/BA preferred
  • Bilingual in English/Spanish – speaking and in writing required
  • Supervisor experience preferred
  • Administrative and clerical experience
  • Knowledge of computer and relevant software applications
  • Knowledge of customer service principles and practices; customer service-oriented
  • Pleasant, professional speaking manner on the phone and office experience
  • Strong communication skills
  • Professional personal presentation
  • Ability to effectively organize and plan
  • Self-starter; detail oriented
  • Dependable and reliable
  • Able to thrive in a fast-paced environment
  • Passionate about learning and possesses curiosity about issues affecting children and families
  • All employees, regardless of position, serve as role models for children and families who are served by our agency.
  • In accordance with our “team” philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description.
  • Staff must believe in and act in accordance with both the Agency’s and the program’s mission/vision statements, adopted theoretical frameworks, and philosophy.
  • Fingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemption
  • Successful completion of pre-employment physical, PPD test/risk assessment, proof of Covid-19 vaccination & booster, immunizations for pertussis, measles and influenza (can decline)
  • Class “C” driver’s license, proof of insurance, a safety record acceptable to CAA, and reliable transportation
  • Competitive pay
  • 100% employer contribution to: Health – Kaiser or Anthem, Dental, Vision
  • 401k retirement plan with employer match
  • Employee Assistance Program
  • Professional Development
  • 12 paid holidays, sick leave, vacation, and 2 personal days for anniversary of employment and birthday
  • Opportunities for growth and advancement
  • Initial and ongoing training/mentorship to all employees

BECOME AN ALLY TODAY!

Allies for Every Child actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization’s effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status and other unique attributes that make us who we are.

council on accreditation

Allies for Every Child has achieved accreditation through the Council on Accreditation (COA). This means our programs, services, administration, and management have been rigorously evaluated and meet best practice standards. Visit www.COAnet.org to learn more about COA Accreditation.

For consideration: Email cover letter and resume to 
hr@alliesforeverychild.org

We support them so they can support theirs.