Administrative Assistant - Family Childcare Network

THE CHILDCARE HUB

Empowering Educators. Strengthening Families. Growing Communities.

Job Title: Administrative Assistant

Department: Family Child Care Network

Reports To: Executive Director

Status: Full-Time

Position Summary

The Childcare Hub views family child care providers as essential partners in delivering high-quality early childhood education. The Administrative Assistant serves as the central point of administrative support for the Family Child Care Network, ensuring efficient day-to-day operations and exceptional customer service. This position supports network leadership, affiliated providers, families, and community partners by coordinating administrative processes, maintaining accurate records, assisting with communications, and ensuring organizational systems operate efficiently.

Duties and ResponsibilitiesAdministrative & Office Support

• Provide administrative support to the Program Director and Family Child Care Network leadership team.
• Answer telephone calls, emails, and general inquiries in a professional and timely manner.
• Prepare correspondence, reports, meeting agendas, presentations, and other organizational documents.
• Schedule meetings, training, provider visits, and special events.
• Organize and maintain electronic and physical filing systems.
• Order office supplies and monitor inventory.

Provider & Family Support

• Assist with provider onboarding and affiliation documentation.
• Support enrollment processes by organizing required paperwork and maintaining accurate participant records.
• Respond to provider and family inquiries and direct them to appropriate staff members.
• Maintain confidentiality of provider, child, family, and organizational information.

Data Management & Compliance

• Maintain accurate databases, spreadsheets, and internal tracking systems.
• Assist with data entry for provider records, attendance, professional development, and required reports.
• Support preparation of reports for internal leadership and funding agencies.
• Ensure documentation is complete, organized, and maintained in accordance with organizational policies.

Training & Event Coordination

• Coordinate logistics for training, workshops, meetings, and family engagement events.
• Prepare training materials and participant packets.
• Assist with registration, attendance tracking, and follow-up communications.
• Support organization-wide events and community outreach activities.

Collaboration

• Work collaboratively with Education Coaches, Health & Safety Monitors, Family Workers, and leadership staff.
• Participate in staff meetings and professional development opportunities.
• Perform additional administrative duties as assigned to support the success of the Family Child Care Network.

Qualifications and Skills

• Associate Degree required; Bachelor’s Degree preferred in Business Administration, Office Administration, Early Childhood Education, Public Administration, or a related field.
• Minimum of two (2) years of administrative or office support experience required.
• Experience working in a nonprofit organization, educational setting, or early childhood program preferred.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and Google Workspace.
• Experience with database management and document organization preferred.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service skills with the ability to build positive relationships with providers, families, and community partners.
• Bilingual English/Spanish preferred.

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to operate standard office equipment, including computers, printers, and telephones.
• Occasional local travel may be required to attend meetings, training, or network events.

Email Resume to: [email protected]

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person