Office Associate, Senior - Early Care & Education Center

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JOB TITLE:   

Office Associate, Senior  

JOB PURPOSE: To manage the financial operations of the Early Care & Education Center (ECEC). This role is responsible for maintaining and monitoring the ECEC budget, processing parent contracts and payments, and overseeing the financial transactions to ensure accuracy, compliance, and alignment with institutional policies. The position plays a key role in supporting the fiscal health of the ECEC by handling day-to-day financial task, generating budget reports, and coordinating with internal departments and external vendors. To support the financial and contractual aspect of the Early Care & Education Center. In additional to overseeing ECEC finances, this position provides valuable support to the Dean's Office in areas such as website management, financial processing, contract administration, event planning and logistics, and internal and external communications. By effectively managing the ECEC's financial responsibilities, this role enables smoother operations across both units.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Parent/Child Contracts: The person in this role is responsible for overseeing all parent/child contracts, including meeting with parents to explain and facilitate the signing of annual contracts. This process involves creating and managing contracts, as well as ensuring that parents are fully informed about their commitments. If parents wish to change or void their contract, the person in this role is responsible for holding families accountable for any financial obligations created by the changed. 
• Create Creation: The role involves creating and printing annual contracts and calendars, likely to ensure alignment with school or program schedules (e.g., academic year, public school district).
• Financial Management & Tracking: 
  • Spreadsheets & Budgeting: The individual will create two key spreadsheets: one to track tuition payments and another to monitors the center's budget. This requires attention to detail and familiarity with basic account principles. I addition, the individual is tasked with compiling and submitting the next year's budget and tuition fees, aligning with the multiple calendars (academic, public school, and UW Administrative year).
  • Payroll Deduction Management: The role includes submitting monthly payroll deductions for parents who opt for them, which requires attention to payroll systems and a strong grasp of financial data management. Additionally, this role support the ECEC with the hiring of part-time employees.
  • Tuition & Payment Tracking: the employee is responsible for daily checks of tuition payments via Touchnet, logging these payments, and communicating any discrepancies with the system or parents. Additionally, they are tasked with sending our late payment notices and explaining late fees to parents, which