Program Administrator

Position Title: Program Administrator

Reports To: Assistant Center Director

Position Summary

The Program Administrator plays a key operational role within the center, managing staff coverage, enrollment logistics, compliance systems, and daily operations. This position works closely with the Assistant Center Director to ensure staff scheduling, child enrollment, attendance tracking, and funding documentation are accurate and timely. The Program Administrator also oversees maintenance and kitchen staff, supports family communication systems, and manages center-wide reporting in collaboration with other team members.

Key Responsibilities

• Operations & Staff Management
• Open or close the building daily.
• Assist with staff coverage and daily scheduling needs to maintain ratios and program flow.
• Monitor and support the performance of the Maintenance Person and Kitchen Manager.
• Coordinate building needs, repairs, and facility logistics with the Assistant Center Director.
• Enrollment & Attendance Oversight
• Manage child enrollment records and ensure all required documentation is collected and maintained.
• Oversee monthly attendance submissions for VPK, ELC, and RCMA through designated online portals.
• Upload monthly excuse notes submitted by families to the appropriate system.
• Ensure accuracy of funding-related records and communicate attendance needs with families as necessary.
• Communication & Compliance Support
• Coordinate with Administrative Assistant for distribution of printed materials (e.g., sign-in sheets, allergy and birthday reports).
• Review and oversee center communication materials, including flyers created via Canva.
• Utilize Dial My Calls system for family and staff communications and announcements.
• Assist with development and distribution of weekly menus to classrooms and kitchen team.
• Support monthly Immokalee Distribution Site/World Vision delivery processes.
• Assist with monthly and quarterly compliance and funding reports for internal use and external partners.
• Provide training support for staff using attendance and compliance portals (ELC, VPK, RCMA).

Minimum Qualifications

• High school diploma or GED required; Associate’s degree preferred.
• Experience in child care, early learning, or nonprofit administrative roles.
• Must be proficient with Microsoft Office, Canva, and email platforms.
• Excellent organizational, verbal, and written communication skills.
• Ability to multitask in a fast-paced environment and adapt to shifting priorities.
• Must be able to lift up to 15 lbs.
• Bilingual (English/Spanish or English/Creole) preferred.
• Other duties as assigned by center leadership.