Assistant Director

Job Description

Job Description

Assistant Director

Reports To:  Executive Director

FLSA Status:  Exempt

Employment Status:  Full-Time

Position Summary

Future Pathways Academy is seeking a highly organized, proactive, and service-oriented Assistant Director to help ensure the Academy operates smoothly each day.

At Future Pathways Academy, we believe children thrive when educators are supported, families feel welcomed, and strong systems are in place.  We are committed to creating a safe, organized, and nurturing environment where children, families, and employees can flourish.

The Assistant Director serves as the primary administrative partner to the Executive Director and is responsible for coordinating the Academy's daily operations, overseeing front office operations, supporting Academy staff, and ensuring the administrative systems, communication, and organization behind the scenes are executed with excellence.  By keeping the Academy running efficiently each day, the Assistant Director allows the Executive Director to focus on leadership, staff development, family engagement, and the Academy's long-term vision.

Our Ideal Candidate

We're looking for someone who enjoys supporting others and takes pride in creating organized, efficient, and welcoming environments where children, families, and educators can thrive.  Our ideal candidate:

• Is exceptionally organized and detail-oriented.
• Thrives in a fast-paced environment where every day is different.
• Anticipates needs and enjoys keeping people, projects, and priorities organized.
• Communicates professionally and warmly with children, families, staff, and visitors.
• Demonstrates sound judgment, discretion, and confidentiality.
• Approaches challenges with flexibility, initiative, and a solutions-oriented mindset.
• Enjoys supporting others behind the scenes while helping the Academy operate at its best.
• Wants to help build a mission-driven Academy that positively impacts children and families.
  

Essential Duties & Responsibilities

Academy Administration

• Coordinate the day-to-day administrative operations of the Academy.
• Serve as the primary administrative support to the Executive Director.
• Maintain Academy calendars, schedules, records, filing systems, and administrative processes, including meetings, events, licensing deadlines, and other key operational dates.
• Coordinate meetings, maintain agendas, and assist the Executive Director with follow-up on operational priorities.
• Coordinate student enrollment, registration, and required documentation.
• Monitor student attendance and maintain accurate records.
• Prepare reports, correspondence, forms, and other administrative documents.
  
• Answer incoming calls, emails, and general inquiries in a professional, welcoming, and timely manner.
• Respond to day-to-day operational issues and coordinate timely solutions to support uninterrupted Academy operations.
  

Classroom Operations & Staff Support

• Coordinate daily classroom staffing to ensure child-to-staff ratios are maintained throughout the day.
• Arrange substitute coverage and adjust staffing assignments in response to employee absences or changing operational needs.
• Provide classroom coverage as needed to ensure continuity of care and compliance with Oregon licensing requirements.
• Support teachers during classroom transitions, breaks, and other operational needs.
• Monitor classroom staffing needs throughout the day and proactively address scheduling or coverage challenges.
• Serve as the administrator on duty during assigned opening and closing shifts, ensuring the Academy is fully prepared for daily operations and secured at the end of the day.
• Proactively identify and resolve operational barriers so teachers can focus on providing exceptional learning experiences for children.
  

Front Office & Administrative Support

• Welcome children, families, visitors, and community partners with professionalism and warmth.
• Answer incoming calls, emails, and general inquiries, directing questions to the appropriate staff member.
• Coordinate family tours and enrollment appointments on behalf of the Executive Director.
• Assist with enrollment paperwork and maintain accurate student records.
• Coordinate and distribute parent communications, newsletters, announcements, and Academy correspondence.
• Maintain a welcoming, organized, and professional front office environment.
• Escalate parent concerns and sensitive matters to the Executive Director as appropriate.
  

Operational Support & Licensing Compliance

• Coordinate onboarding logistics for new employees in partnership with Human Resources.
• Maintain employee files and required documentation.
• Track required staff certifications, training, and licensing requirements.
• Monitor inventory levels and coordinate ordering of classroom, office, and operational supplies.
• Coordinate vendor visits, deliveries, and administrative follow-up.
• Support payroll administration by coordinating attendance, timekeeping, and required documentation.
• Assist the Executive Director in maintaining compliance with Oregon child care licensing requirements and Academy policies.
• Support licensing inspections, audits, and regulatory visits by preparing required documentation.
• Coordinate incident reports, accident reports, emergency documentation, and other required administrative records.
• Maintain confidentiality of student, family, employee, and Academy information.
• Support the Executive Director with special projects and other operational initiatives as assigned.
  

Qualifications & Certifications

Required Qualifications

• Associate's or Bachelor's degree in Early Childhood Education, Business Administration, Education, or a related field, or an equivalent combination of education and experience.
• Three (3) or more years of administrative, office management, or leadership experience, preferably in an educational or early childhood setting.
• Strong organizational, communication, and multitasking skills.
• Ability to manage multiple priorities while maintaining attention to detail.
• Proficiency with Microsoft Office, Google Workspace, and office technology.
• Ability to maintain confidentiality and exercise sound judgment.
  

Preferred Qualifications

• Experience working in a licensed preschool or early childhood education setting.
• Knowledge of Oregon child care licensing requirements.
• Experience with Preschool for All, Preschool Promise, or other publicly funded preschool programs.
  

Required Certifications & Compliance

• Successful completion of all required background checks and enrollment in the Oregon Central Background Registry.
• Pediatric CPR & First Aid (or ability to obtain upon hire).
• Oregon Food Handler Card (if assigned food-related duties) and completion of required Oregon Health & Safety trainings.
  

Physical Requirements & Working Conditions

• Stand, walk, bend, kneel, crouch, and move throughout the Academy for extended periods.
• Occasionally lift, carry, or assist children weighing up to 40 pounds.
• Provide classroom coverage as needed, including temporarily supporting classrooms during employee absences or operational needs.
• Maintain visual and auditory awareness of children and respond promptly to emergencies and operational needs.
  

Equal Opportunity & Job Description Disclaimer

Future Pathways Academy is an equal opportunity employer, committed to a diverse and inclusive workplace free from discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other status protected by law. This job description describes the general nature of the role and is not an exhaustive list of duties; Future Pathways Academy reserves the right to modify or assign additional responsibilities as business needs evolve.