Early Childhood Business and Administration Coordinator

JCC MetroWest, West Orange, NJ 07052 – Full Time 40 hours, Exempt

If making an impact in the lives of young families and children’s early learning appeals to you, the JCC MetroWest Early Childhood Center (ECC) has an immediate opening for a Business and Administration Coordinator who shares our passion for doing transformative work in a diverse and inclusive environment.  Reporting directly to the Director of the JCC ECC, the Business and Administration Coordinator provides high-level, confidential customer service and administrative support, overseeing all aspects of the daily schedule for classrooms, financial tracking, classroom support through supply & materials ordering, maintenance liaison, school schedules, licensing oversight, daily communication with parents and other JCC departments.  The ideal individual is expected to demonstrate experience and attributes to work within a fast-paced, highly detailed, customer-facing environment. A strong work ethic, confidentiality, initiative, positive attitude, and accountability will lend to the success of the person in this position.

RESPONSIBILITIES/ESSENTIAL FUNCTIONS OF THE POSITION:

Responsibilities include a broad variety of administrative tasks, working closely with the ECC Director, school families, ECC Teaching staff, and department managers to maintain efficient and effective information, processes, and procedures. The Business and Administration Coordinator must have strong organizational skills that reflect his/her ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail.

Early Childhood Director Support (40%)

• Complete a broad variety of administrative tasks for the Director including billing, purchasing & vendor relations,  preparing correspondence, compiling documents for meetings, highly detailed record keeping for both the ECC and state of NJ
• Represent the Director and the school by welcoming visitors and teachers, reviewing correspondence and arranging organizational functions  
• Attend a weekly meeting with Director to update and track projects and on-going work
• Assist in nurturing established, successful relationships with parents as well as vendors and agency departments in particular, Human Resources, Accounting,  Facilities & the After School program
• Payroll & vacation schedule collaboration
• Assist in preparation of and maintain ECC budget by daily staffing as well as tracking expenditures throughout the fiscal year
• Maintenance of accurate student and teacher files, all current NJ Department of Children & Families documentation, certificates and background checks
• Maintenance of school database, current student enrollment, current email list, staff contact list, classroom rosters

General ECC support (60%)

• Work independently to prepare and create school calendars and school forms
• Create school schedules for playground, swim, art, music, nature and one-off programming
• Maintain lunch program and enrichments
• Maintain the daily floating teacher spreadsheet, communicate to ECC staff daily, and collaborate with Age Group Leadership on the daily placement of floating/sub teachers, pivoting when needed as absences occur
• Administer and maintain processes for efficient and welcoming on-boarding of new staff from hire letter to first-day training, integrating their paperwork into the system and providing all necessary information
• Manage a new family’s onboarding from registration to first day, integrating their paperwork into the system and providing all necessary information for a seamless beginning
• Other activities and tasks as needed,  including but not limited to: support and attendance of special events, lunch orders, open and/or closing of school, xeroxing, laminating, maintaining files, answering phones, liaise with IT for all school electronics, keeping public spaces organized, and managing Amazon orders and receipts
• Prepare communications to parents and  respond promptly to parents  verbally or in writing as appropriate
• Assist in the coordination of all recruitment activities and candidate screening

Technical Skills

• Experience and ability to adapt to new software programs and systems
• Extensive knowledge of Microsoft Word, Excel, Outlook, and Google suites. Knowledge of Canva is a plus

Physical & Other Requirements

• May require long periods of standing or sitting
• May require short stays in a classroom of any age 0-5 years
• Moderate use of computer terminal screen right or left hand use, typing
• Evening / off-hours availability as needed for meetings and events
• Together with administrative colleagues, the Business and Administration Coordinator is responsible for promoting a welcome environment for all
• BA/BS required

Qualified candidates should email a cover letter and resume to the attention of Leslie Fleischman, Director – Early Childhood Center, at [email protected].

All applicants for employment shall be considered without regard to race, religion, color, creed, national origin, ancestry, age, gender, sex, pregnancy, sexual orientation, gender identity, gender expression, marital status, physical or mental disability, medical condition, genetic information, military or veteran status, or any other classification protected by law.

Agency Information:

JCC MetroWest has been at the center of our community for 143 years, bringing people together while providing educational, social, cultural and fitness programs. Here at the J, we take every precaution to keep our community safe and healthy, as well as warm, inclusive, and welcoming.