Job Description Summary / TWC Summary

JOB SUMMARY:The Business Operations Coordinator plays a vital role in ensuring the smooth, efficient daily operations of the childcare center. This position supports the TSU Childcare Center Director in managing administrative processes, staff coordination, regulatory compliance, family communications, and facility operations. The Business Operations Coordinator serves as a central point of contact for families, staff, and community partners, and is instrumental in maintaining a safe, nurturing, and well-organized environment for children. The ideal candidate is a detail-oriented, people-centered professional who thrives in a fast-paced environment, demonstrates strong organizational and communication skills, and has a genuine passion for early childhood education and family engagement. This role requires multitasking effectively, managing competing priorities, and maintaining confidentiality while fostering a warm, welcoming atmosphere for children, families, and staff.

KEY PRIORITIES AND RESPONSIBILITIES:

• Oversee day-to-day administrative and operational functions of the daycare center to ensure a safe, compliant, and well-organized environment.
• Coordinate enrollment processes, maintain accurate child and family records, and support the Center Director with scheduling and staffing logistics.
• Serve as a secondary liaison among families, staff, and community partners, ensuring timely, professional communication.
• Monitor regulatory compliance with local, state, and federal licensing requirements, and support preparation for inspections and audits.
• Manage supply procurement, vendor relationships, and facility maintenance coordination to support uninterrupted center operations.

DISTINGUISHING CHARACTERISTICS:

• Detail-oriented with strong organizational abilities
• Excellent written and verbal communication skills
• Problem-solving and sound decision-making
• Knowledge of early childhood education regulations and best practices
• Proficiency in data management and administrative systems
• Strong interpersonal and relationship-building skills
• Collaborative and team-focused leadership approach

Essential Duties Summary

Administrative and Operational Leadership

• Manage daily center operations, including arrival/dismissal procedures, scheduling, attendance tracking, and room assignments.
• Develop, implement, and continuously improve operational policies, procedures, and workflows to enhance efficiency and service quality.
• Maintain accurate and up-to-date records for enrolled children, including immunization records, emergency contacts, medical authorizations, and developmental documentation.
• Coordinate staff scheduling, substitute coverage, and daily room assignments to always maintain required child-to-staff ratios.
• Oversee procurement of classroom and operational supplies, manage vendor relationships, and monitor budget expenditures.
• Implement and maintain digital management systems for enrollment, billing, communications, and compliance tracking.

Enrollment and Family Engagement

• Manage the full enrollment lifecycle, including inquiries, tours, registration, waitlist coordination, and onboarding of new families.
• Serve as the primary point of contact for family communications, addressing questions, concerns, and requests in a timely and compassionate manner.
• Coordinate family orientation sessions, parent meetings, newsletters, and community engagement events.
• Develop and maintain strong relationships with families, community organizations, school districts, and childcare support agencies.
• Collect and analyze enrollment data and family satisfaction feedback to support continuous program improvement.
• Expand outreach efforts to increase enrollment through community partnerships, referral programs, and digital communication strategies.

Regulatory Compliance and Safety

• Ensure ongoing compliance with state childcare licensing requirements, health and safety regulations, and accreditation standards.
• Coordinate and prepare documentation for state inspections, licensing renewals, and accreditation reviews.
• Maintain accurate records of staff certifications, background checks, CPR/First Aid training, and required professional development hours.
• Oversee health and safety protocols, including emergency preparedness plans, incident reporting, medication administration policies, and sanitation standards.
• Conduct routine facility walkthroughs to identify and address safety concerns, maintenance needs, and compliance gaps.
• Ensure accurate implementation of subsidy and childcare assistance programs, including eligibility verification and reporting requirements.

Staff Coordination and Support

• Support the Center Director with onboarding, orientation, and training coordination for new staff members.
• Maintain personnel files, track required training completions and assist with performance documentation.
• Foster a positive, inclusive, and collaborative team culture that promotes staff retention and professional growth.
• Coordinate staff meetings, training sessions, and professional development opportunities in partnership with the Director.
• Assist in identifying staffing needs and support recruitment efforts through outreach, screening coordination, and onboard logistics.

Budget and Financial Administration

• Assist the Center Director with budget monitoring, expense tracking, and financial reporting.
• Process tuition payments, manage accounts receivable, and coordinate subsidy billing with government agencies and funding partners.
• Identify cost-saving opportunities and support grant administration and funding compliance as applicable.
• Performs other job-related duties as may be required.