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Early Care and Education Administrative and Facilities Coordinator

Allies For Every Child -
Culver City, CA

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Job Details

$25.50 - $31.00 an hour

Benefits

Paid jury duty
Dental insurance
Employee assistance program
Vision insurance
401(k) matching
Loan forgiveness
Opportunities for advancement
Credit union membership
Life insurance
Referral program
Pet insurance

Qualifications

Employee relationship building
Administrative experience
Non-CDL Class C
Clerical experience

Full Job Description

JOB DESCRIPTION

Job Summary

The Early Care and Education (ECE) Administrative and Facilities Coordinator provides administrative works within a collaborative and fast-paced work environment, supporting the Head of Educational Excellence (HEE) in service of Allies’ comprehensive early education programs; provides general clerical support; supports Agency needs, with a focus on Early Care and Education operations; and directly oversees the maintenance and safety of Allies’ Early Education Center (Wagner) and program headquarters (Slauson), supervising the facilities maintenance team as well as front desk staff at both sites (Office Assistants). ECE Administrative and Facilities Coordinator must adhere to policies, procedures, best practices, standards and regulations (CCL, CFCAP, HSPPS, CDSS, COA).

Agency Overview

Every child needs a childhood. Allies for Every Child (Allies) exists to give at-risk children and children living in poverty the foundation they need to increase their life choices and lead fulfilling lives. For nearly 40 years, Allies has been providing thousands of at-risk children and their families with critical, high-quality child development and family wellness programs (including comprehensive early education and Early Head Start services), family strengthening interventions, foster care and adoption services, and a range of vital, integrated services, including mental health services, educational assessments, trauma and disabilities screenings/advocacy, nutrition services, dental and vision screenings, and pediatric health consultations. In 2024, Allies expanded its reach, serving even more children and youth in foster care and those transitioning to adulthood through Extraordinary Families, a program of Allies for Every Child.

DETAILS

Categories / Dept

Early Education

REPORTS TO

Head of Educational Excellence

REPORTING STAFF

yes

STATUS

non-exempt

Essential Job Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General

Works closely with Head of Educational Excellence to support ECE program needs
Coordinates supply orders for the ECE program for office supplies, equipment, and materials
Solicits vendor bids as needed, providing timely and clear information to Head of Educational Excellence
Acquires, distributes and stores supplies; maintains inventory of general office supplies (Wagner and Slauson)
Performs a variety of clerical tasks including data input, letter preparation and mailing support, faxing, filing, copying, running errands, assembling and labeling files/binders, form completion and document revision
Answers, screens and directs incoming calls as needed; ensures clients calling in reach the appropriate staff member and/or external partner agency to help address their needs; tracks referral calls if required
Directs and provides tailored information to visitors and parents as needed
Maintains professionalism, confidentiality and appropriate boundaries
Provides input on policies and procedures during annual review
Supports with the acceptance of enrollment and recruitment applications, forwards as appropriate
Helps track and complete paperwork required for billing
Participates in meetings and committees as assigned; responsible for preparing agendas, taking notes, sending invites and other tasks as request by HEE
Support HEE with accurate and timely budget tracking as check requests are completed
Participates in at least semi-monthly supervision meetings with HEE
Meet monthly with ECE Site Coordinator to discuss facilities, safety, etc.
Assists with general organizational or computer-based projects
Assists with program file reviews as part of ongoing quality assurance processes and in preparation for audits
Ensures timely, accurate completion of reports as well as other required documentation as assigned
Attends and participates in all required staff development/training activities to enhance skills and develop professional knowledge.
Support audits, reporting, and quality improvement efforts.
Staff must believe in and act in accordance with both the Agency’s and the program’s mission statements
In accordance with our “team” philosophy, the person filling this position may occasionally be required to carry out or assist with other tasks in addition to the duties listed in this job description.

Facilities/Maintenance

Oversees orderliness and neatness throughout Early Education Center and Slauson site, including work rooms, reception areas, children’s library, and other common areas
Works collaboratively across all programs
Ensures timely responses to building and classroom facilities requests
Ensures all monthly and annual safety checks (professional and in-house) are complete for Wagner and Slauson, as well as follow up work orders as needed ECE Administrative & Facilities Coordinator is the Integrated Pest Management (IPM) Coordinator for the Early Education Center
Ensures annual notices are distributed to parents regarding any pesticides used onsite and that annual reports are provided to the California Department of Pesticide Regulation (DPR) as needed
Maintains up-to-date Material Safety Data Sheets (MSDS) for the Early Education Center
Creates and continually assesses effectiveness of systems to ensure that work orders are completed in a timely and efficient manner
Maintain safety of Allies vehicles, through regular maintenance of vehicle
Ensures timely completion of annual professional playground inspection
Monitors facilities to ensure that they remain safe, secure, and well-maintained
Maintains inspection logs for fire, alarm and pest control.
Participates in and supports all Safety Committee meetings/activities
Coordinates and maintains all Early Education Center inspection notices
Works closely with ECE Site Coordinator
Works closely with Operations Manager, Finance Department, IT, HR and other cross agency support staff and program teams
Some travel throughout Los Angeles County is required.

Supervision

Directly supervises facilities/maintenance team that supports all Allies sites (5 sites) and two front desk support staff serving Wagner and Slauson sites.
Conducts monthly group and individual supervision meetings with facilities team (4) and with Office Assistants (2)
Creates and maintains agendas and timely notes of all supervision meetings

Events

Works closely with events committees to ensure safety of agency events
Obtains any need permits
Contacts fire marshal if needed
Secures vendors as needed
Purchases all supplies
Schedules facilities team for weekend events
Available to attend weekend events (Art’s Festival, Winter Festival, Literacy event etc.)

Qualifications & Education

QUALIFICATIONS & EDUCATION:

AA required, BA preferred
Bilingual preferred in English/Spanish – oral and written proficiency required
Experience as a supervisor preferred
Administrative and clerical experience required
Knowledge of computers and relevant software applications
Knowledge of customer service principles and practices; customer service-oriented
Pleasant, professional speaking manner/tone on the phone and office experience
Strong communication skills
Professional personal presentation
Ability to effectively organize and plan
Self-starter; detail oriented
Dependable and reliable
Able to thrive in a fast-paced environment
Passionate about learning and possesses curiosity about issues affecting children and families
Adept at seeking and synthesizing information and producing detail-oriented work.
Able to organize workload and prioritize responsibilities
Able to communicate effectively with diverse audiences, verbally and in writing.
Develop productive relationships.
Able to work independently and as part of a multidisciplinary team; welcomes opportunities to work across agency and experiences
Able to manage confidential information in compliance with HIPAA standards and agency policies.
Serve as a role model for children/youth, TAY, and families that Allies serves
All employees, regardless of position, serve as role models for children and families who are served by our agency.
In accordance with our “team” philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description.
Staff must believe in and act in accordance with both the Agency’s and the program’s mission/vision statements, adopted theoretical frameworks, and philosophy.
Fingerprint background clearance (DOJ, FBI & Child Abuse Clearance Index), or approved exemption
Successful completion of pre-employment physical, PPD test/risk assessment, proof of Covid-19 vaccination + booster, immunizations for pertussis, measles and influenza (can decline)
Class “C” driver’s license, proof of insurance, a safety record acceptable to CAA, and reliable transportation required

Full Benefits Package

Full Benefits Package offered including:

Competitive Pay
12 Holidays per calendar year
2 Personal Days – birthday and anniversary of employment
10 Vacation Days per year (increases with tenure)
10 Sick Leave Days per year
10 Jury Duty Days
100% Employer Contribution to: Health – Kaiser or Anthem, Dental, Vision
401k Retirement Plan with 50% employer match for the first 4%
100% Employer Paid Life and Accidental Insurance
Employee Assistance Program (EAP) – for team members and dependents
Additional benefits:
- Pet Insurance
- Supplemental Life Insurance
- Discounts for movie tickets, amusement parks, travel, hotels, sporting events, shows, etc.
- Initial and ongoing training and professional development opportunities
- Opportunities for growth and advancement
- Employee referral incentive – $1,500
- Public Service Loan Forgiveness
- Credit Union Membership

$2,500 SIGN-ON INCENTIVE BONUS

Hourly Pay Range: $25.50 – $31.00 In accordance with California law, the expected salary range for this California position. The actual compensation will be determined based on experience and other factors permitted by law.)

BECOME AN ALLY TODAY!

Allies for Every Child actively seeks candidates who reflect the rich diversity of the communities that we serve. We are committed to a work environment that embraces and promotes individuality and inclusion. We believe that diversity and inclusion of varied perspectives, backgrounds, and life experiences are essential to our organization’s effectiveness, and allows us to serve our clients in the respectful, responsive, and understanding way that they deserve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status and other unique attributes that make us who we are.

Allies for Every Child has achieved accreditation through the Council on Accreditation (COA). This means our programs, services, administration, and management have been rigorously evaluated and meet best practice standards. Visit www.COAnet.org to learn more about COA Accreditation.

For consideration: Email cover letter and resume to
[email protected]

Apply Now

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