CDC Office Manager

Description

SUMMARY: Boys & Girls Clubs of Southcentral Alaska is seeking an Office Manager to join our team and support childcare licensing compliance and departmental operations. The Office Manager in a Child Development Center (CDC) plays a critical role in ensuring the smooth operation of administrative tasks and supporting the overall function of the center. The Office Manager will oversee various tasks related to staff and child records, program compliance, administrative duties and will be instrumental in maintaining strong relationships with state, municipality, and licensing stakeholders. The ideal candidate will possess exceptional attention to detail, a proactive approach to project ownership, and the ability to work independently on daily, monthly, and long-term projects. If you are someone who takes pride in your work, enjoys taking on challenges, and is committed to contributing to the future success of Boys & Girls Clubs of Southcentral Alaska Child Development Center, we invite you to join our team. 

ESSENTIAL JOB RESPONSIBILITIES

Supervising Responsibilities

• Direct Reports: Administrative Assistant within the Child Development Center programs
• Providing clear leadership and direction to the Administrative Assistant to ensure alignment with organizational goals and objectives. Setting performance expectations and providing ongoing feedback and guidance
• Effectively managing the workload of the Administrative Assistant, ensuring that tasks are delegated appropriately and completed in a timely manner. Prioritizing tasks and reallocating resources as needed to meet deadlines and organizational priorities
• Fostering open communication and collaboration within the team and across departments. Facilitating regular team meetings or check-ins to discuss progress, share updates, and address any concerns or challenges
• Resolving conflicts, addressing challenges, and making decisions in a timely and effective manner. Seeking input from team members and stakeholders when necessary and considering different perspectives before making decisions
• Ensuring compliance with organizational policies, procedures, and regulatory requirements. Conducting regular audits or quality checks to maintain the highest standard of performance and service delivery
• Providing support, mentorship, and guidance to the Administrative Assistant to foster their professional development and career growth. Creating opportunities for learning and skill enhancement

File Management

• Ensure accurate documentation of staff training records, certificates, and logs according to licensing requirements
• Monitor and verify staff compliance with annual training requirements, including mandatory trainings from various stakeholders
• Create and maintain child files, including managing child immunization records and other required documentation
• Ensure accuracy and completeness of child files, including enrollment and transition information

 Training Schedule Management

• Track, input, and update the annual training schedule to ensure all teachers fulfill their annual training obligations
• Coordinate with staff to schedule training sessions and ensure timely completion of required trainings

 Program Compliance

• Process records and maintain files to ensure compliance with programs such as Learn & Grow and the SEED registry.
• Monitor program requirements and ensure that all necessary documentation and reporting are completed accurately and on time.

 New CDC Staff Orientation

• Develop and maintain new CDC staff orientation checklists to guide new hires through required training and activities.
• Ensure that new CDC staff members complete all mandatory training components during their orientation period.

 Licensing Compliance

• Ensure compliance with licensing regulations and requirements. This includes ensuring all CDC staff meet training and certification requirements
• Assist with licensing paperwork, data management, and report preparation as needed to support licensing requirements.

 Administrative Support

• Provide administrative support to the Director, Assistant Directors, staff, and families. This includes managing maintenance requests, conducting bi-annual emergency record card reviews, and managing allergy notifications
• Assist with clerical tasks such as answering phones, conducting reference checks, and managing electronic communications
• Collect and maintain data related to program operations, attendance, and outc