Administrative Coordinator

Administrative Coordinator

Part-time, 25 - 35 hours per week, 44 weeks per year

Compensation: $25 - 32 DOE

Reports to: Development Director

Position Summary

The Administrative Coordinator is a central operational role responsible for financial administration, enrollment systems, program logistics, staff support, and family communication. This position ensures the smooth day-to-day functioning of the school by managing core administrative systems, maintaining accurate records, and serving as a key point of contact for families, staff, and partners. Onsite presence is required.

Key ResponsibilitiesFinancial & Administrative Management

• Support fiscal year rollover and monthly reconciliation in coordination with the bookkeeper and leadership
• Enter and manage expenses, deposits, invoices, and payroll data in QuickBooks
• Track tuition, extended day, aftercare, and program billing; monitor and resolve outstanding balances
• Set up and manage recurring tuition and aftercare payments
• Process reimbursements, stipends, and contractor documentation
• Track classroom budgets and program spending
• Track and report on grant expenditures as needed
• Maintain subscriptions, contracts, and vendor payments with operations staff
• Support contract negotiation for venues and performances
• Run payroll through Gusto

Program & Enrollment Administration

• Manage student files and digital records
• Maintain enrollment documentation, registration forms, and online systems
• Track enrollment changes, waitlists, and prospective family inquiries
• Coordinate tour schedules and communicate with new and potential families
• Manage immunization records and compliance reporting
• Create and maintain school-wide calendars and online family calendars
• Maintain aftercare schedules, registration, invoicing, and rosters
• Support Play Week, alumni events, open houses, and special programs

Summer & Extended Programming Support

• Support planning and administration of summer camps and summer primary programs
• Create program flyers and manage online registration
• Maintain rosters, invoicing, and teacher stipend payments
• Prepare emergency documentation packets for program staff
• Support enrollment for non-Five Acre participants

Staff & Operations Support

• Purchase supplies, curricular materials, and program needs
• Support field trip logistics and permission processes
• Coordinate volunteer background checks and sign-ups
• Provide office coverage during emergencies, absences, or peak periods
• Support Directors with operational and logistical needs

Family Communication & Community Engagement

• Manage and organize the main office email inbox
• Respond to day-to-day family inquiries and attendance communications when onsite
• Assemble and distribute the monthly school newsletter
• Maintain email distribution lists and family rosters
• Create and distribute event posters and school communications
• Support annual handbook updates
• Generate tax letters for families upon request

Front Office Presence

• Serve as the initial point of contact for the school - answer the phone, emails, direct visitors, etc
• Basic student caretaking when needed
• Facility stewardship during the school day

Qualifications & Skills

• Strong organizational and time-management skills
• Experience with QuickBooks or similar accounting software
• Comfort managing multiple systems, deadlines, and priorities
• Strong written and verbal communication skills
• High attention to detail and confidentiality
• Proficiency with Google Workspace and online form tools
• Experience in a school or nonprofit environment preferred
• Gusto or other payroll system knowledge
• A commitment to delivering outstanding customer service
• Must have or be willing to obtain First Aid/CPR certification

Work Environment

• Collaborative, mission-driven school setting
• Mix of independent and team-based work
• Onsite presence required

Pay: $25.00 - $32.00 per hour

Benefits:

• Flexible schedule
• Health insurance

Work Location: In person