Admin Assistant

Administrative Assistant – Ivy Kids

The Administrative Assistant supports the Center Director and Education Director in managing all aspects of an early education center, including operations, staffing, customer service, compliance, marketing, and recordkeeping. This role helps ensure smooth day-to-day operations, supports staff, maintains a safe environment, and promotes a positive image of the school within the community.

General Responsibilities

• Complete and maintain all required documentation accurately and in a timely, organized manner (e.g., student, employee, vehicle, driver, health and safety, incident reports, tour materials, etc.).
• Ensure compliance with Ivy Kids brand standards, Texas Minimum Standards, and all local, state, and federal regulations.
• Implement and maintain health and safety standards, including appropriate supervision, transportation safety, and emergency procedures.
• Support student transitions and assist with classroom coverage as needed.
• Keep the front desk neat, organized, and seasonally decorated.
• Assist with preparing for tours, ensuring materials are stocked and ready.
• Promote the use of Conscious Discipline techniques among staff.
• Be familiar with the MultiPrep Curriculum and support its implementation.
• Assist on field trips (including driving the school bus if needed).
• Attend and contribute to staff meetings and trainings.
• Be available for early or late shifts based on center needs.

Financial Responsibilities

• Accurately post and collect tuition using Procare, including enforcing late fees and collecting supply/registration fees.
• Monitor accounts receivable and follow up as needed.
• Support supply ordering and inventory management.
• Assist with data entry related to budgeting and reporting.

Recordkeeping & Documentation

• Maintain up-to-date and compliant student and transportation records.
• Support new hire onboarding documentation and ensure accuracy.
• Keep field trip records current and organized.
• Ensure weekly filing of CSRs, hourly checks, attendance logs, and transportation records.
• Ensure incident reports are completed, signed by parents, and filed correctly.
• Oversee completion of daily opening/closing checklists.
• Manage parent access in systems like WatchMeGrow and Procare.
• Track current enrollment and disenrollment; update systems daily (e.g., Intellikids).
• Keep licensing boards and staff lists current.

Safety

• Conduct or support hourly ratio checks; ensure ratios meet state standards.
• Support safety of the building and playground through regular inspections.
• Ensure morning and afternoon bus checks are conducted properly.
• Maintain up-to-date allergy boards, FARE forms, and emergency binders.
• Administer and document medications correctly; follow up on expirations.
• Assist with evacuation drills and emergency procedures.
• Monitor first aid kits for completeness in classrooms and buses.
• Follow proper child release procedures.
• Transport children to/from school or events as needed (14-passenger bus).

Marketing & Enrollment

• Support center event planning and attend after-hours events as needed.
• Track and follow up on all leads using Intellikids; set up and conduct tours when necessary.
• Provide detailed program information to prospective families and assist with enrollment.
• Collaborate with the team on marketing strategies and community outreach to increase enrollment.
• Help develop and maintain an events calendar.
• Contribute to social media content and engagement under the Center Director’s guidance.

Customer Service

• Handle all incoming calls and emails professionally and promptly.
• Build positive relationships with families and respond appropriately to their concerns.
• Maintain up-to-date waitlists and manage transitions smoothly.
• Minimize disenrollment by addressing parent concerns and identifying root causes.
• Communicate effectively with parents, including updates on incidents, events, and assessments.
• Send newsletters, updates, and media (photos, videos) through Procare or email.

Qualifications

• Must meet or exceed state requirements for Directors (age, education, and experience).
• Associate’s or Bachelor’s degree in Early Childhood Education preferred.
• Must be qualified and willing to drive the school bus.
• Flexibility to work in any classroom to meet ratio needs.
• Complete 24+ hours of professional development training annually.
• Physically able to bend, stoop, run, lift and carry children up to 50 pounds as needed.
• Excellent communication skills with children and families.