Office Coordinator

Title: Office Coordinator Reports To: VP of Early Childhood Administration Status: Full-Time, Year-Round, Exempt Overview: ODC Network is a nonprofit organization dedicated to outdoor education and conservation throughout West Michigan. At the heart of our mission is the ODC Early Childhood Network, where we proudly offer nature-based discovery preschools in Allegan and Ottawa County. Our commitment is to provide enriching early childhood learning opportunities for children aged 0-5, fostering the development of social, emotional, and academic skills. ODC Network Diversity Policy Statement: The ODC Network is an equal-opportunity employer. Click here to read our diversity statement. Purpose: The Office Coordinator will work closely with the Early Childhood leadership, and other ODC Early Childhood Network staff, to provide daily business and administrative support to the Site Director and Assistant Site Director, including clerical support, assisting with enrollment, systems management, and providing general assistance to daily processes. Primary Responsibilities: Manage day-to-day operations of childcare management systems and software Manage enrollment of students Assist with management of the Preschool Calendar and manage calendar invites for Site Director and Assistant Site Director Transfer written staff meeting/coaching/observation notes to digital document and share with Site Director/Director of Support Services, or with staff as directed Work effectively with students, staff and parents. Treat all people fairly and with dignity and respect and maintain confidentiality regarding students and staff Assist the Early Childhood Leadership Team with other tasks/projects as assigned; providing administrative and management support for a variety of projects Answer routine phone inquiries, take messages, route calls Maintain confidentiality regarding students and staff Type, prepare, distribute, file records/reports, correspondence, mailings etc. related to building functions Prepare calendars, menus, general correspondence, etc. Maintain student attendance records and receive and place calls to families when students are absent, ill, or injured Assist with tuition payments, record keeping and coordinate with VP of Early Childhood Administration Coordinate logistics and purchasing for meetings, office and teaching supplies Manage outdoor gear inventory Assist the Site Director and VP of Early Childhood Administration with other tasks/projects as assigned Efficiently manage program registration and enrollment processes Complete state and local health department reporting to meet organizational requirements Support Preschool offices in creating processes and organizing necessary documentation for licensing, enrollment, staff, substitutes, and student/family files Cultivate and maintain vendor relationships as needed Take on other tasks/projects as assigned by the VP of Early Childhood Administration, Site Director or executive management team Supervision/Evaluation: Supervision and evaluation will be provided by the VP of Early Childhood Administration. This position has no supervisory responsibilities. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education/Experience: Associate’s degree or higher in business, administration, communications or related field. Experience in a similar position preferred but not required. Demonstrated skills/experience in creating/maintaining a friendly, helpful, safe and efficient reception/office area. Skills and Abilities: Strong organizational skills, ability to multitask, adapt to change, and develop plans and timelines with follow through to completion. Strong writing and communication skills Strong ability to work both collaboratively and independently, strong interpersonal skills in team setting Knowledge of Google, MS Office, databases, and information systems desirable but not required. Ability to relate to preschool age children, families, and community members Ability to be self-directive in prioritizing office work Interest in nature and being outdoors in all types of weather Must pass complete childcare background check, including fingerprinting Bilingual in English/Spanish highly-preferred but not required Communicate clearly and concisely, both orally and in writing Ability to shift with ease between the office environment and the classroom, supporting the teachers and students in the classroom as needed Demonstrated good character, responsibility and suitability to meet the needs of children and families Must strive for personal and professional growth and embrace change, flexibility and teamwork to further our mission Ability to maintain confidentiality Strong technology skills Demonstrated interest in young children and families. Demonstrated ability to work in a team as well as independently Physical Demands: This position requires the following physical activities: pushing, pulling, climbing, walking, standing, squatting, stooping, kneeling, twisting, reaching, sitting, lifting, bending, finger dexterity, grasping, repetitive motions, talking, hearing and visual acuity. The work/teaching is performed indoors and outdoors. Equipment Operated: Must be proficient with Microsoft Office applications, Google, and the operation of general office equipment. These job responsibilities represent only the essential and most significant duties of the position. This job description does not exclude other work assignments, directives and responsibilities not mentioned above.