Administrative Operations Coordinator

Job Description

Job Description

About This Role

Employment Details

Position: Administrative Operations Coordinator 

Employment Type: Full Time, Exempt

Compensation: $45,000-$55,000 annually, based on education and experience

Schedule: Monday-Friday, 9:30am-5:30pm

Location: New Haven, CT (On-site)

Reports To: Executive Director

About Leila Day

Leila Day is a progressive, play-based, nature-centered school where childhood is honored. We innovate and build on the best traditions and practices of progressive, early childhood education. We believe in teaching and learning grounded in caring relationships, filled with joyful, learning adventures, and powered by the creativity of children at play. Teachers plan learning experiences around the needs and interests of the children and the opportunities provided by the natural world and our multicultural community. 

Our indoor and outdoor classrooms encourage children to explore, wonder, learn, and grow. Located beside East Rock Park in New Haven, we use the woods, trails, streams, and surrounding neighborhood as an extension of the classroom.

Position Summary

The Administrative Operations Coordinator supports the smooth and effective day-to-day operations of Leila Day by providing administrative and operational support to the Executive Director and Director of Operations. This role helps maintain accurate school records and administrative systems; coordinates enrollment, financial aid, development, and regulatory processes; and helps ensure that families, staff, and visitors experience a welcoming, organized, and responsive school office.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple processes and deadlines. They bring warmth and professionalism to interactions with children, families, staff, and community members and understand the importance of discretion when working with confidential information. They are comfortable learning and managing digital systems and take a proactive approach to improving the efficiency, accuracy, and organization of administrative work.

This is a hands-on administrative role for someone who enjoys bringing structure to complex processes, keeping details on track, and finding practical ways to help an organization run smoothly.

Key Responsibilities

• Maintain accurate student, family, enrollment, and administrative records and databases, ensuring information is organized, current, and accessible.
• Support the enrollment and admissions process, including applications, enrollment documentation, family communications, and related administrative processes.
• Provide administrative support for financial aid, financial documentation, development activities, and other school-wide administrative processes.
• Coordinate schedules, deadlines, forms, communications, and recurring administrative tasks to help keep school operations running smoothly.
• Support compliance and regulatory processes by maintaining required records, tracking deadlines, and helping ensure timely completion of school-wide reporting and documentation.
• Communicate professionally and responsively with families, staff, community members, and outside agencies, helping ensure a welcoming and well-organized school office.
• Maintain and improve administrative systems, shared files, databases, and office processes, identifying opportunities to increase efficiency, accuracy, and organization.
• Handle confidential student, family, personnel, financial, and organizational information with discretion and professionalism while collaborating closely with the Executive Director and Director of Operations

• Minimum 2 years of professional administrative experience.
• Strong organizational skills and attention to detail, with the ability to manage multiple processes, deadlines, and recurring responsibilities.
• Strong written and verbal communication skills.
• Proficiency with Google Workspace, Microsoft Teams, spreadsheets, databases, email, and standard office technology.
• Ability to maintain accurate records and manage detailed administrative processes.
• Ability to maintain confidentiality and exercise discretion when handling student, family, personnel, financial, and organizational information.
• Warm, professional, and responsive communication with families, staff, colleagues, and visitors.
• Ability to work independently while collaborating effectively with school leadership and colleagues.
• Sound judgment, reliability, and a proactive approach to identifying and solving administrative challenges.

Preferred Qualifications

• Previous administrative experience in a school, nonprofit, early childhood, or similar setting.
• Experience with student records, enrollment, compliance reporting, financial administration, or development support.
• Experience working with databases or student information systems.
• Experience using Canva or other basic design and communications tools.
• Interest in improving administrative systems, processes, and organizational efficiency.

Benefits & Professional Growth

• Health Insurance
• Dental Insurance
• Vision Insurance
• Paid Leave
• Sick Leave
• Retirement Plan
• Professional Development
• Holiday and vacation pay
• Medical, dental, and vision insurance
• 401(k) retirement plan with employer matching contributions available after two years of service
• Ongoing professional development and learning opportunities
• Opportunities for professional growth within Leila Day

Leila Day is an accredited, nonprofit child care center serving children of working families from diverse economic, racial and cultural backgrounds from New Haven and surrounding towns. In operation since 1878, this celebrated program's mission is to foster children's social, emotional, intellectual and physical development within a warm and nurturing environment built on sound

principles of child development. Leila Day emphasizes nature and outdoor education. The children and teachers spend time learning outside every day.