Child Care Administrative Assistant

Role Overview

We are seeking a highly organized, professional, and tech-savvy Administrator to work with the Director and Assistant Director to manage the daily operations of our childcare center. This role is the heart of our front office, serving as the first point of contact for families and a support for our teaching staff.

Our center is a ministry of First Baptist Church of Salt Lake City (An American Baptist Church). While owned and operated by the church, the Child Development Center is not a religious program and we are an inclusive employer. We welcome all individuals who are passionate about early childhood education and community service regardless of race, creed, color, sexual orientation, gender identity or expression, religion, or national origin.

Key Responsibilities

• Admissions & Records: Manage the enrollment pipeline, maintain accurate class rosters, and lead tours for prospective families.
• Communication: Act as the primary gatekeeper for phone calls and email. Ensure timely, professional responses to parent inquiries and staff needs.
• Staff Logistics and Human Resources: Create and maintain weekly staff schedules. Handle onboarding and orientation for new employees. Act as a first-tier mediator for low-level staff conflicts to maintain a positive work culture.
• Financial & Admin: Handle basic bookkeeping and financial oversight. Proficiency in modern office suites (Microsoft 365/Google Workspace) is a must.
• Compliance: Ensure the center remains in strict alignment with Utah Childcare Licensing rules and health department regulations.
• Marketing: Assist in promoting the center through local outreach and digital presence to maintain full enrollment.

Requirements

• Experience: Previous experience in childcare administration or a high-level office management role.
• Licensing Knowledge: Familiarity with state childcare licensing requirements.
• Tech Proficiency: Expert-level skills in email management, spreadsheets, and digital scheduling tools.
• Interpersonal Skills: Ability to handle sensitive family and staff situations with empathy and professional boundaries.
• Reliability: A consistent presence during center hours to ensure operational continuity.

Job Summary
We are seeking a dynamic and organized Child Care Administrative Assistant to join our team! In this vital role, you will serve as the first point of contact for families, staff, and visitors, ensuring smooth daily operations within our child care center. Your energetic approach and excellent organizational skills will help create a welcoming environment while managing administrative tasks efficiently. The ideal candidate is detail-oriented, proficient with office management tools, and passionate about supporting early childhood education through exceptional administrative support.

Responsibilities

• Greet families, visitors, and staff at the front desk with friendly professionalism and provide outstanding customer service.
• Manage multi-line phone systems, answer inquiries promptly, and direct calls to appropriate staff members using proper phone etiquette.
• Maintain accurate records through data entry, filing, and document proofreading to ensure compliance with licensing standards.
• Schedule appointments, manage calendars, and coordinate parent-teacher meetings or staff schedules using Google Workspace and Microsoft Office tools.
• Handle billing and bookkeeping tasks utilizing QuickBooks or similar accounting software to process payments and maintain financial records.
• Support office management duties such as organizing supplies, maintaining cleanliness of the reception area, and overseeing general clerical functions.
• Assist with special projects related to child care programs, including preparing reports and updating informational materials for parents and staff.

Qualifications

• Proven office experience with strong clerical skills including data entry, filing, proofreading, and document management.
• Excellent computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and familiarity with office management software like QuickBooks.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Exceptional customer service skills combined with professional phone etiquette for handling inquiries via multi-line phone systems.
• Bilingual abilities are highly desirable to effectively communicate with diverse families and staff members.
• Previous experience in administrative roles within child care centers or medical/dental reception is a plus.
• Knowledge of calendar management, time management techniques, and office procedures to ensure smooth daily operations.
• Personal assistant or medical receptionist experience will be considered an asset for managing sensitive information discreetly. Join us in making a positive impact on children’s lives by providing exceptional administrative support that helps our center run seamlessly! We value energetic individuals who thrive on organization, communication, and delivering top-tier customer service in a nurturing environment.

Benefits & Perks

We believe in taking care of the people who take care of our children. This position offers a robust benefits package:

• Free Childcare: Tuition-free care for one child (based on availability).
• Healthcare: 80% of insurance premiums covered by the employer.
• Generous PTO: * All major holidays off.
• 6-day paid winter break during Christmas.
• 1 week of "flex" PTO in your first year.
• Inclusive Environment: A supportive, community-focused workplace where diversity is valued.

Job Type: Full-time

Pay: $16.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person