Position Description
The School Administrator serves as the operational hub of the center and the first impression of Imagination Station Early Learning Center. This role combines front office management, admissions coordination, Brightwheel data integrity, subsidy compliance oversight, and revenue protection. The School Administrator is responsible for managing inquiries, converting tours to enrollments, maintaining accurate student documentation, ensuring CCDP certificate compliance, supporting billing collections, and upholding a professional and welcoming front office environment. This is a performance-driven administrative role that directly impacts enrollment growth, labor planning accuracy, subsidy reimbursement, and overall center profitability.
This position reports to the Center Director / Regional Leadership
Core Responsibilities
Front Office Leadership & Family Experience
- Serve as the first point of contact for families, visitors, and vendors
- Maintain a professional, organized, and brand-consistent front desk environment
- Answer and route incoming calls, emails, and Brightwheel messages
- Ensure daily check-in/check-out procedures are accurate and aligned with attendance records
- Maintain confidentiality of student and family records at all times
- Support parent communication in alignment with Imagination Station service standards
Admissions & Enrollment Management
- Manage all new inquiries in Brightwheel within 24 hours
- Track leads from inquiry → tour → enrollment conversion
- Schedule and confirm tours
- Conduct tours using Imagination Station tour standards (if assigned)
- Follow up consistently to drive enrollment conversion
- Prepare and process enrollment contracts and required documentation
- Maintain waitlists and enrollment projections
- Monitor classroom capacity and enrollment trends
Brightwheel System Management
The School Administrator is responsible for ensuring Brightwheel data integrity at all times.
- Enter and maintain all student profiles accurately
- Upload and track required enrollment documentation
- Monitor daily attendance accuracy
- Track student schedules for labor forecasting alignment
- Monitor outstanding balances and communicate with families regarding A/R
- Send and track parent communications via Brightwheel
- Run attendance and reports for Director review
- Ensure all withdrawals, transfers, and provider changes are properly documented
CCDP / Subsidy Compliance & Revenue Protection
- Verify that all CCDP certificates are current and made out to the correct Imagination Station location as needed
- Confirm no child is admitted without an active, valid certificate specific to the attending center
- Verify provider changes are processed before student transfer between locations
- Support the tracking of certificate expiration dates and proactively notify families as needed
- Ensure subsidy copays are collected accurately
- Support EAV form tracking and signature billing processes
- Partner with the Billing Specialist to prevent billing discrepancies and revenue loss
Billing & Accounts Receivable Support
- Monitor weekly tuition payments and copay collections
- Enforce tuition due dates and late fee policies
- Communicate professionally but firmly regarding delinquent accounts
- Prevent attendance for families not in financial compliance (per company policy)
- Support revenue reporting and billing reconciliation
Licensing & Compliance Documentation
- Maintain organized student files (digital and physical if required)
- Track immunizations, enrollment agreements, and required licensing documentation
- Support internal audits of enrollment files
- Ensure compliance with Nevada childcare licensing standards
- Collect parent acknowledgments for policy updates
Operational & Administrative Support
- Maintain office supply inventory
- Support staff scheduling communication as directed
- Assist with labor and attendance tracking alignment
- Support center events and enrollment initiatives
- Maintain professional branding standards at the front desk
Qualifications
- Professional presence and brand representation
- Enrollment conversion mindset
- Financial accountability
- Compliance awareness
- Data accuracy and reporting
- Conflict resolution skills
- Confidentiality and discretion
Additional Knowledge, Skills and Experience Required
· Experience in early childhood setting preferred
· Proficiency in Microsoft Office Suite
· Hands on experience with office equipment( ex: computers, printers, etc.)
· Ability to work well with others and to foster a team environment.
· Strong oral and written communication skills.
· Excellent organizational and interpersonal skills.
· Infant/child CPR and First Aid certification.
· Valid Food Handlers Card
· A Negative One-Step TB test result
· Must meet all continued education requirements and NV childcare licensing requirements.
· Must clear full background check.
Educational Requirements
· High school diploma or equivalent required.
Physical Requirements
· Ability to lift 30 lbs.
· Stand for long periods of time.
· Work at a different location in the city as the position requires.
Wage Range
Competitive salary based on relevant years of experience, highest level of education, and performance evaluation.
Job Type: Full-time
Pay: $16.00 - $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
