Job Description

ABOUT OAKLAND FAMILY SERVICES

Oakland Family Services is a private, non-profit service organization serving our community and building brighter futures for more than 100 years. We proudly offer a continuum of prevention, education and treatment services that span the human life cycle.

OUR MISSION: Providing individuals and families the opportunity to build brighter futures.

OUR VISION: Communities of thriving individuals and families.

Between our strong commitment to our mission and a workplace culture that puts our staff first, we enrich the lives of those we serve, strengthen families, and build brighter futures for those we serve and those we employ.

ABOUT THE OPPORTUNITY/WORK

The Assistant Early Childhood Education (ECE) Manager provides administrative support to the Children’s Learning Center in maintaining high quality education. The Assistant ECE Manager will be responsible for providing administrative support to the center to ensure compliance with accreditation, funders and licensing requirements. The Assistant ECE Manager assists the Early Childhood Education Manager in creating and operationalizing the overall recruitment and engagement strategy.

The Assistant ECE Manager is responsible for acquiring and maintaining current knowledge of the Children’s Learning Center, including admission and eligibility criteria; for inquires, tours and enrollments of potential families and children for childcare and preschool. The Assistant ECE Manager is responsible for providing accurate billing and food program data. The position provides leadership in coordinating family and community events and volunteer opportunities.

The Assistant ECE Manager provides coverage in the absence of the ECE Manager and is a back-up at times the manager is unavailable. The position reports to the Early Childhood Education Manager in Pontiac.

Recruitment and Enrollment Management

• In partnership with the Early Childhood Education Manager, the Assistant Manager is responsible for the overall recruitment strategy.
• Monitors and responds timely to all incoming calls, documenting all information and tracking specifics needs from the caller.
• Keeps accurate tracking of enrollment for tuition-based programming and GSRP program by week, month and year.
• Coordinates time to review enrollment paperwork with families and ensure paperwork is completed correctly and thoroughly.
• Screens and verifies eligibility for the Great Start Readiness Program according to State program implementation guidelines.
• Ensures enrollment criteria are met prior to attendance i.e. DHHS approvals, Health appraisals and all applicable licensing requirements.
• Partners with the ECE Manager on all child classroom placements based on age and/or developmental level of child and program availability.
• Maintains the center's waiting lists for Tuition, Great Start Readiness Program and Summer Camp programs.
• Works closely with Oakland Schools to obtain referrals, utilize training opportunities and other resources available.
• Schedules and facilitates center tours, open houses, enrollments fairs, family engagement events and community events.
• Effectively communicates with families regarding available funding for all programs.
• Works closely with management on enrollment goals for each classroom.
• Collaborates and communicates frequently with the Marketing Department on upcoming events, themes, and all social media needs.
• Coordinates outreach events and meetings with areas businesses, building relationships with community members for recruitment purposes.
• Will be responsible for managing data related to student demographics, assessments, and outcomes for various reporting needs. This includes coordinating with the Quality Assurance department to maintain data integrity and support Performance and Quality Improvement (PQI) at the agency.

Program Administration

• As part of the ECE leadership team, provides coverage and back-up to the ECE Manager when they are off, on vacation or unavailable.
• Organizes and maintains appropriate documentation and an efficient database system for funder, state and national reporting purposes as it pertains to enrollment.
• Tracks and audits staff professional development and credential records to ensure state and/or national compliance. Will coordinate with the ECE Manager when there is non-compliance.
• Maintains all child files (electronic and physical), ensuring they remain in compliance with licensing, funding, and NAEYC (National Association for the Education of Young Children) requirements.
• Audits Child Files quarterly to ensure compliance.
• Responsible for data reporting for Michigan Department of Education, the Bureau Licensing and Regulations, Oakland County Health Department, Oakland Schools and the Great Start to Quality.
• Processes all billing and payment information in accordance with the agency and MDHHS protocols and submits information to the RDMA for final processing.
• Tracks all DHHS approvals, monitoring status and expirations. Keep a record of family correspondences and reviews with the ECE Manager for additional follow-up.
• Maintain all necessary financial documentation for billing and financial audits.
• Submits and reviews the weekly tuition payments and balance report to the ECE Manager.
• Maintains the ProCare database; enters and updates family profiles, ensures information remains up to date and assists families in setting up digital access.
• Maintains all necessary enrollment and documentation for compliance with the CACFP program.
• Distributes, collects, and reviews all CACFP meal and attendance documentation, and enters all classroom meals and attendance sheet data. Submits required documentation to RDMA for billing.
• Ensures all new staff complete the appropriate CACFP trainings and current staff complete annual trainings as needed.
• Supports ECE Manager in the maintaining and auditing of program files to ensure compliance with GSRP, State Licensure and NAEYC accreditation.
• Attends CLC and Agency staff meetings and all agency Leadership meetings as directed.
• Maintains and adheres to standards of State licensure including knowledge of all licensing rules and timely reporting of potential violations to both internal and external authorities.
• In partnership with the ECE Manager, determines each child’s free lunch status according to Federal guidelines, A, B and C coding.
• Assists the ECE Manager with maintaining and auditing of program files to ensure compliance with GSRP, State Licensure and NAEYC accreditation.
• As requested, meets with other departments to review quality assurance standards, compliance expectations and data reporting.
• Provides support to the program in maintaining high quality education by providing training on key administrative and reporting processes within the centers.
• Completes necessary center and agency paperwork in a timely and accurate manner.
• Responsible for assisting with licensing required on-boarding processes for new staff under the direction of the ECE Manager, fingerprinting, on-line trainings, etc. Assures all documents are filed in the personal file timely and in accordance with requirements.
• Responsible for incorporating principles of diversity, equity and inclusion in work processes and in job functions. Responsible for promoting a feeling of welcoming, belonging, and acceptance to all clients and staff.
• Other duties as assigned.Engagement
• Preplans classroom events partnering with teachers on scheduling i.e. vision and hearing screenings, dental visits, picture days, special guest/volunteers, etc.
• Creates an annual calendar of planned events that is distributed to employees and families and is posted throughout the center.
• Coordinates all events as listed above, communicating with families, teachers and strategically organizes all aspects of the events, including set ups, purchases, requesting assistance from facilities etc.
• Actively seeks out other resources for events, volunteer opportunities and parent engagement.
• Supports the program and teachers in making appropriate referrals to services for families that need additional support.
• Utilizes and updates the onsite community resource frequently board and materials for families. This may include recalls, upcoming events, announcements, etc.
• Coordinates program volunteer opportunities, donations, and supplies drives with the Development Department. Presents volunteer opportunities at interested organizations and businesses.
• Represents the Agency in the community by participating in community events to promote and recruit for the Children’s Learning Centers and the Early Childhood Department.
• Frequently communicates, initiates and meets with the Marketing Department for social media needs related to enrollments, upcoming external and internal planned events.
• Ensures media releases are updated annually.

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