Front Office Manager

Job Description

Front Office Manager

Position Reports to: Executive Director, Shady Lane School

Job Summary: This full-time position greets and welcomes families and guests to Shady Lane School and must provide excellent customer service to all visitors as well as working closely with the Executive Director to perform daily administrative tasks including scheduling and tracking deadlines as well as fundraising duties such as, data entry, acknowledgement letters, mail opening and distribution and event planning.

Key Responsibilities and Duties

Customer Service

• Greets visitors to Shady Lane and directs them to appropriate individual and monitors the security of the front entrance door.

• Answers telephone and provides information/assistance or routes caller to appropriate staff member.

• Takes phone or visitor messages and delivers to appropriate individual.

• Tracks daily attendance and ratios.

• Collects customer payments and processes them.

• Payment processing is done through ProCare.

• Distributes, collects, and tracks enrollment materials.

• Enrollment material tacking is conducted via ProCare

Fundraising

• Manages donor database including data entry, working directly with database company to learn best functionality, pulling lists, and distributing reports.

• Assists in the writing of and sending of donor acknowledgement letters as needed.

• Assists School Director and Executive Director with planning and executing special events.

Daily Administrative Tasks

• Tracks funding deadlines including but not limited to, pre-k counts application and reporting, infant and toddler annual application and funding, grant application and reporting, and any other deadlines that arise.

• Works with Executive Director to manage all Board and committee processes including setting meetings, taking meeting notes, reminders of meeting follow ups, and maintaining Board files.

• Scheduling of administrative staff meetings, creating agendas and managing follow-up steps from meetings.

• Completes and processes payment logs daily.

• Accountable for CACFP compliance paperwork.

• Filing and tracking of child file and staff file licensing paperwork.

• Tracking daily and monthly student attendance

Programming

• Assists Program Director with collection of required licensing documents for children and staff.
• Supports in maintaining DHS compliance with day-to-day ratios. Collaborates with the school director in day to day staffing.
• Assists Program Director with scheduling of staff and all other appointments with current and prospective families, etc.
• Manages CACFP attendance and compliance paperwork.
• Assist in Professional Development, meeting, and engagement event planning.

Knowledge, Skills, and Abilities Required

• Passionate about early learning and providing a mission-based environment for the people we serve.

• Knowledge of Microsoft Office, including Outlook, WORD and Excel

• Ability to handle and resolve recurring problems.

• Able to work in a busy, people-oriented environment in a professional manner.

• Understanding of confidentiality

• Ability to build appropriate relationships with donors and families.

• Strong verbal and written communications skills

• Knowledge of database systems

• Basic understanding of fundraising and donor management

Qualifications

• Bachelor's degree with a minimum of 2 years office experience

• Computer experience including software such as Microsoft Office

Job Type: Full-time

Pay: $35,324.50 - $42,541.33 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Day shift

Work setting:

• In-person

Application Question(s):

• Do you have experience working with children and families?

Education:

• Bachelor's (Required)

Experience:

• Office management: 2 years (Required)

Shift availability:

• Day Shift (Required)

Work Location: In person