Childcare Administrative Assistant- Early Learning Center

Job Overview

Dubuque Community Y - Childcare Administrative Assistant- Early Learning Center: Part-time 20hrs per week up to 29 as needed

POSITION SUMMARY:

This position supports the work of the Y, a leading nonprofit, charitable organization committed to strengthening community through youth development, healthy living and social responsibility. The Childcare Administrative Assistant provides dedicated administrative support for the Early Learning Center's enrollment growth, staffing oversight and daily operations. The position maintains the daily enrollment and staffing tracking system, supports family inquiries and registration, assists the Childcare Business Specialist with administrative documentation, and coordinates assigned kitchen administration duties. This is an administrative position and is not trained, scheduled or counted for classroom ratio coverage and is not part of the SACC and ELC substitute pool. The employee supports the Early Learning Center Director but does not assume the Director's accountability for enrollment, staffing, employees, families or program operations.

OUR CULTURE: 

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day.  We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS:

1. Maintain accurate daily enrollment and staffing information, including enrolled children, expected and actual attendance, classroom placement, required ratios, scheduled employees, staffing gaps and available openings.
2. Provide current enrollment and staffing information to the Early Learning Center Director and prepare routine reports for departmental and Controller review.
3. Provide administrative support for routine prospective-family and current-family communication, including responding to inquiries, providing approved program information, scheduling tours, documenting follow-up and directing concerns requiring Director involvement.
4. Maintain waitlists and enrollment follow-up systems, collect required registration documents, track outstanding paperwork and coordinate administrative enrollment steps with families and appropriate YMCA staff.
5. Support enrollment-growth activities at the direction of the Early Learning Center Director, including approved communication with preschool families, community partners, nearby employers and prospective families.
6. Maintain accurate enrollment records and communicate additions, withdrawals, schedule changes, classroom transitions and other enrollment updates to the Childcare Business Specialist for billing and account updates.
7. Assist the Childcare Business Specialist with document collection, data entry and parent follow-up while the Childcare Business Specialist retains responsibility for billing, DHS processing, payment application and collections.
8. Provide consistent office coverage by managing telephone calls, routine email inquiries, filing, correspondence, calendars, forms and confidential program records. Redirect urgent, sensitive or Director-level matters appropriately.
9. Support childcare recruitment administratively by coordinating interview schedules, applicant communication, confirmations, candidate follow-up, onboarding checklists and required documentation. Candidate selection and hiring decisions remain with the Director and appropriate YMCA leadership.
10. Maintain assigned employee administrative records, including onboarding documentation, training records and required forms. Employee supervision, performance management, discipline and staffing decisions remain with the Director and appropriate YMCA leadership.
11. Maintain approved coverage information, document callouts and known staffing needs, communicate approved coverage requests and bring unresolved staffing concerns to the Director. The Director retains responsibility for staffing schedules, ratio decisions and coverage assignments.
12. Coordinate assigned kitchen administrative duties, including food-program records, invoices, vendor and supply documentation, meal-count support and communication with the cook and appropriate staff.
13. Maintain confidentiality and handle sensitive information appropriately in accordance with YMCA policies and applicable regulations.
14. Perform additional administrative duties as assigned. This position will not be used for classroom ratio coverage or included in the substitute staffing pool.