Daycare Administrative Assistant

Teaching Assistant – Early Intervention Classroom Location: Davies Development Center. Starting Salary: $40,000/year. Full-Time | Monday–Friday | 7:30 AM – 4:30 PM. Benefits Include: Your Birthday OFF! Abundant Paid Time Off. Holidays Off. CEU budget. Medical Insurance (BCBS). Bonus Structure! About Us: We are a family-centered pediatric clinic and early intervention school serving children ages 12 months to 5 years with hearing loss , speech/language delays , and related developmental needs. Our classroom provides a language-rich, auditory-verbal environment focused on helping young children build strong foundations for listening, spoken language, social-emotional growth, and independence. We are deeply committed to partnering with families and creating a nurturing, developmentally appropriate environment where every child can thrive. JOB SUMMARY: The DDC Assistant Manager serves as the dedicated administrative and operational assistant to the Education Manager and the Davies Development Center. This non-supervisory position takes ownership of the accurate, timely completion of assigned administrative outcomes, including schedules, records, enrollment logistics, inventory, purchasing coordination, and project follow-through. The role implements established procedures and approved plans, anticipates needs, and provides solutions for the Education Manager to review. It does not independently approve or change program decisions, supervise staff, or exercise final authority. SUPERVISORY RESPONSIBILITIES: None. May coordinate schedules, information, and task logistics with staff but does not supervise, evaluate, discipline, or direct personnel independently. PRIMARY PURPOSE: Administrative systems and project follow-through: Maintain records, calendars, checklists, and task trackers; complete assigned administrative deliverables independently within approved procedures; bring proposed changes or exceptions to the Education Manager for approval. RESPONSIBILITIES AND DUTIES: Administrative systems and project follow-through: Create and maintain organized digital and physical files, calendars, checklists, deadline trackers, and standard operating workflows. Maintain a visible task and follow-up system; complete assigned projects without repeated prompting and provide concise status updates. Prepare meeting agendas, schedules, routine correspondence, action-item logs, and documentation for the Education Manager. Licensing, compliance and student records: Maintain complete, accurate student enrollment files, required forms, emergency contacts, permissions, and routine record updates. Track documentation requirements, expirations, training records, and routine compliance deadlines; conduct regular file audits. Maintain Brightwheel and other authorized DDC systems, student rosters, emergency information, and organized records. Coordinate inspection readiness and promptly escalate missing records, safety concerns, or suspected noncompliance; do not independently determine regulatory interpretations. Enrollment, reception and family logistics: Respond to routine prospective-family inquiries promptly, maintain lead tracking, schedule tours, and follow up on outstanding items. Send and track enrollment packets, prepare onboarding materials, update records, and coordinate student start-date logistics. Serve as a welcoming point of contact for families and visitors; triage calls, messages, and routine questions. Draft routine Brightwheel announcements, calendar updates, and event reminders; refer sensitive health, behavior, placement, or personnel messages to the Education Manager or designated lead teacher. Staff scheduling and daily operations: Prepare staff calendars, coordinate previously approved absences, identify substitute options, and present proposed coverage or schedule changes to the Education Manager for approval before implementation. Track classroom readiness and promptly escalate staffing concerns. Coordinate approved therapy scheduling and special guests with clinicians and classroom teams without making clinical decisions. Maintain event calendars, meetings, coverage plans, and logistical schedules; flag ratio, safety, and coverage concerns immediately. Provide limited, pre-scheduled classroom support or emergency coverage only when qualified, authorized, and consistent with required ratios and administrative priorities. Purchasing, supplies, facility and classroom readiness: Collect supply requests, maintain inventory, prepare purchase orders for approval, place authorized orders, track deliveries, and monitor spending. Organize shared materials, supply storage, office areas, and teacher resources; coordinate preparation of classroom materials. Track maintenance requests and support implementation of approved cleaning, sanitizing, and safety routines; classroom staff remain responsible for assigned daily cleaning. Events, communications and program support: Own the planning and execution of all DDC events, including family celebrations, Back-to-School Night, graduation, field trips, enrichment activities, and staff events. Develop event timelines, checklists, supply lists, vendor and venue coordination, staffing and setup plans, permissions, family reminders, and post-event follow-up. Present event concepts, budgets, dates, and significant changes to the Education Manager for final approval; execute approved plans independently and keep the manager informed. Gather approved marketing content and coordinate with the designated marketing team without assuming primary responsibility for clinic marketing. Support the Education Manager with data collection, routine reports, program surveys, and logistical implementation of new initiatives. REQUIRED SKILLS/ABILITIES: Demonstrated excellence in organization, record accuracy, scheduling, deadlines, inventory, and independently closing tasks. Proficiency with Microsoft Word, Excel, Outlook, Teams, and digital filing systems; ability to learn Brightwheel and other DDC systems. Warm and professional family communication, sound judgment, discretion with confidential information, and comfort in an early childhood environment. Ability to meet applicable childcare background-check, training, and classroom-coverage requirements. EDUCATION AND EXPERIENCE: High school diploma or GED required; associate or bachelor’s degree in business administration, early childhood education, or a related field preferred. Childcare Director’s License in Texas preferred At least three years of progressively responsible administrative or operations experience preferred; preschool, childcare, school, or medical-setting experience strongly preferred. PHYSICAL REQUIREMENTS: Physical demands of the job, including bending, sitting, lifting, and walking. OTHER DUTIES: Being flexible with job responsibilities and duties as it may change or adapt over time depending on the growth of the company. We also require all staff to do marketing during downtime with training and assistance provided by our Marketing Manager.