Early Care and Education Administrative and Facilities Coordinator

The Early Care and Education (ECE) Administrative and Facilities Coordinator provides administrative work within a collaborative and fast-paced work environment, supporting the Head of Educational Excellence (HEE) in service of Allies’ comprehensive early education programs; provides general clerical support; supports Agency needs, with a focus on Early Care and Education operations; and directly oversees the maintenance and safety of Allies’ Early Education Center (Wagner) and program headquarters (Slauson), supervising the facilities maintenance team as well as front desk staff at both sites (Office Assistants). ECE Administrative and Facilities Coordinator must adhere to policies, procedures, best practices, standards and regulations (CCL, CFCAP, HSPPS, CDSS, COA). General Works closely with Head of Educational Excellence to support ECE program needs Coordinates supply orders for the ECE program for office supplies, equipment, and materials Solicits vendor bids as needed, providing timely and clear information to Head of Educational Excellence Acquires, distributes and stores supplies; maintains inventory of general office supplies (Wagner and Slauson) Performs a variety of clerical tasks including data input, letter preparation and mailing support, faxing, filing, copying, running errands, assembling and labeling files/binders, form completion and document revision Answers, screens and directs incoming calls as needed; ensures clients calling in reach the appropriate staff member and/or external partner agency to help address their needs; tracks referral calls if required Directs and provides tailored information to visitors and parents as needed Maintains professionalism, confidentiality and appropriate boundaries Provides input on policies and procedures during annual review Supports with the acceptance of enrollment and recruitment applications, forwards as appropriate Helps track and complete paperwork required for billing Participates in meetings and committees as assigned; responsible for preparing agendas, taking notes, sending invites and other tasks as requested by HEE Supports HEE with accurate and timely budget tracking as check requests are completed Participates in at least semi-monthly supervision meetings with HEE Participates in semi-monthly supervision meetings with HEE Meet monthly with ECE Site Coordinator to discuss facilities, safety, etc. Assists with general organizational or computer-based projects Assists with program file reviews as part of ongoing quality assurance processes and in preparation for audits Ensures timely, accurate completion of reports as well as other required documentation as assigned Attends and participates in all required staff development/training activities to enhance skills and develop professional knowledge Supports audits, reporting, and quality improvement efforts Staff must believe in and act in accordance with both the Agency’s and the program’s mission statements In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed in this job description Facilities/Maintenance Oversees orderliness and neatness throughout Early Education Center and Slauson site, including work rooms, reception areas, children’s library, and other common areas Works collaboratively across all programs Ensures timely responses to building and classroom facilities requests Ensures all monthly and annual safety checks (professional and in-house) are complete for Wagner and Slauson, and follows up on work orders as needed; ECE Administrative & Facilities Coordinator is the Integrated Pest Management (IPM) Coordinator for the Early Education Center Ensures annual notices are distributed to parents regarding any pesticides used onsite and that annual reports are provided to the California Department of Pesticide Regulation (DPR) as needed Maintains up-to-date Material Safety Data Sheets (MSDS) for the Early Education Center Creates and continually assesses effectiveness of systems to ensure that work orders are completed in a timely and efficient manner Maintains safety of Allies vehicles through regular maintenance Ensures timely completion of annual professional playground inspection Monitors facilities to ensure that they remain safe, secure, and well-maintained Maintains inspection logs for fire, alarm and pest control Participates in and supports all Safety Committee meetings/activities Coordinates and maintains all Early Education Center inspection notices Works closely with ECE Site Coordinator Works closely with Operations Manager, Finance Department, IT, HR and other cross agency support staff and program teams Some travel throughout Los Angeles County is required Supervision Directly supervises facilities/maintenance team that supports all Allies sites (5 sites) and two front desk support staff serving Wagner and Slauson sites Conducts monthly group and individual supervision meetings with facilities team (4) and with Office Assistants (2) Creates and maintains agendas and timely notes of all supervision meetings Events Works closely with events committees to ensure safety of agency events Obtains any needed permits Contacts fire marshal if needed Secures vendors as needed Purchases all supplies Schedules facilities team for weekend events Available to attend weekend events (Art’s Festival, Winter Festival, Literacy event, etc.) Qualifications & Education AA required, BA preferred Bilingual preferred in English/Spanish – oral and written proficiency required Experience as a supervisor preferred Administrative and clerical experience required Knowledge of computers and relevant software applications Knowledge of customer service principles and practices; customer service‑oriented Pleasant, professional speaking manner/tone on the phone and office experience Strong communication skills Professional personal presentation Ability to effectively organize and plan Self‑starter; detail oriented Dependable and reliable Able to thrive in a fast‑paced environment Passionate about learning and possesses curiosity about issues affecting children and families Adept at seeking and synthesizing information and producing detail‑oriented work Able to organize workload and prioritize responsibilities Able to communicate effectively with diverse audiences, verbally and in writing Develop productive relationships Able to work independently and as part of a multidisciplinary team; welcomes opportunities to work across agency and experiences Able to manage confidential information in compliance with HIPAA standards and agency policies Serve as a role model for children/youth, TAY, and families that Allies serves All employees, regardless of position, serve as role models for children and families who are served by our agency In accordance with our “team” philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description Staff must believe in and act in accordance with both the Agency’s and the program’s mission/vision statements, adopted theoretical frameworks, and philosophy Fingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemption Successful completion of pre‑employment physical, PPD test/risk assessment, proof of Covid‑19 vaccination + booster, immunizations for pertussis, measles and influenza (can decline) Class “C” driver’s license, proof of insurance, a safety record acceptable to CAA, and reliable transportation required Benefits Competitive Pay 12 Holidays per calendar year 2 Personal Days – birthday and anniversary of employment 10 Vacation Days per year (increases with tenure) 10 Sick Leave Days per year 10 Jury Duty Days 100% Employer Contribution to Health – Kaiser or Anthem, Dental, Vision 401(k) Retirement Plan with 50% employer match for the first 4% 100% Employer Paid Life and Accidental Insurance Employee Assistance Program (EAP) – for team members and dependents Additional benefits: Pet Insurance Supplemental Life Insurance Discounts for movie tickets, amusement parks, travel, hotels, sporting events, shows, etc. Initial and ongoing training and professional development opportunities Opportunities for growth and advancement Employee referral incentive – $1,500 Public Service Loan Forgiveness Credit Union Membership

$2,500 SIGN‑ON INCENTIVE BONUS

$25.50 – $31.00 hourly pay range In accordance with California law, the expected salary range for this California position. The actual compensation will be determined based on experience and other factors permitted by law. Allies for Every Child actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization’s effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio‑economic status and other unique attributes that make us who we are. This institution is an equal opportunity provider. #J-18808-Ljbffr Allies for Every Child