The Operations & Enrollment Steward oversees the operational, financial, compliance, and enrollment functions of The Children's Collective. This position ensures the school operates efficiently, remains financially healthy and legally compliant, and maintains a strong, sustainable enrollment pipeline.
Leads enrollment growth initiatives to achieve the annual enrollment goals established by the Executive Director and Board of Directors. Builds the systems that support long-term organizational growth while ensuring families experience a seamless enrollment process from first inquiry through registration.
Financial Management
Oversees the financial operations of the organization.
- Oversees the bookkeeper, accountant, payroll provider, and financial software systems.
- Develops and monitors the annual operating budget.
- Maintains cash flow forecasts.
- Oversees tuition billing and monthly reconciliation.
- Oversees revenue collection, including tuition and state subsidy payments.
- Oversees accounts payable and bill payment.
- Oversees banking operations and organizational credit cards.
- Processes payroll and coordinates annual tax reporting (W-2s and 1099s).
- Prepares financial reports for the Board of Directors.
- Maintains fiscal policies and financial procedures.
- Maintains organized financial records and receipts.
Compliance & Risk Management
Ensures the organization remains compliant with all applicable regulations.
- Maintains school licensing requirements and state compliance.
- Coordinates annual licensing renewals and required filings.
- Maintains nonprofit registrations, business licenses, and official organizational documents.
- Oversees required nonprofit financial filings (990, 941, etc.).
- Maintains school insurance policies.
- Creates and maintains liability waivers and legal documentation.
- Coordinates communication with legal counsel as needed.
- Develops and maintains organizational privacy and records policies.
- Ensures permits, inspections, and regulatory requirements remain current.
Enrollment & Admissions
Oversees the school's enrollment strategy and admissions process.
- Develops and implements annual enrollment goals and recruitment strategies.
- Oversees the student inquiry and admissions process from first contact through enrollment.
- Plans and leads school tours, shadow visits, and open houses.
- Coordinates enrollment decisions.
- Oversees registration paperwork and student onboarding.
- Maintains relationships with early childhood referral agencies and community partners.
- Tracks enrollment pipeline data and long-term enrollment trends.
- Reviews enrollment strategy annually with the Board of Directors.
- Maintains tuition and financial aid documentation and annual review processes.
- Collaborates with the School Family Steward to support family retention and re-enrollment.
Student Information & Records
Maintains accurate student information systems.
- Oversees the Student Information System.
- Maintains student enrollment records.
- Maintains emergency contacts, immunization records, and licensing documentation.
- Collects and updates family information.
- Ensures student data privacy and security.
Facilities & Operations
Oversees the operational needs of the campus.
- Manages facility maintenance and repairs.
- Oversees facility vendors and service agreements.
- Oversees cleaning contracts.
- Coordinates lease renewals and landlord communication.
- Tracks maintenance records.
- Oversees transportation logistics, including van scheduling and routes.
- Coordinates office supply purchasing.
Food Service Operations
Coordinates food service operations.
- Manages meal and snack vendors.
- Develops meal and snack menus.
- Purchases food and kitchen supplies.
- Coordinates food reimbursement documentation.
Leadership Expectations
The Director of Operations & Enrollment ensures the operational foundation of The Children's Collective remains healthy, organized, financially sustainable, and prepared for growth. They build systems that support exceptional family experiences while ensuring the organization remains compliant, efficient, and enrollment-focused. They proactively identify operational needs, remove barriers for staff, and create the infrastructure necessary for the school to thrive.
An Example of the Floor — What "Held" Means
- Billing is completed and reconciled monthly.
- Payroll is processed accurately and on schedule.
- Financial reports are prepared for every Board meeting.
- Cash flow projections are current and reviewed regularly.
- Budgets are actively monitored throughout the fiscal year.
- State licensing and compliance requirements remain current with no missed deadlines.
- Required nonprofit, payroll, and tax filings are submitted on time.
- Insurance policies remain active and appropriate for school operations.
- Student records are complete, accurate, and compliant.
- Enrollment paperwork is completed before student attendance.
- The enrollment pipeline is actively tracked, maintained, and reviewed.
- School tours, open houses, and admissions events are scheduled regularly.
- Enrollment goals and recruitment strategies are reviewed annually with the Board.
- Tuition and financial aid documentation is reviewed and maintained annually.
- Maintenance requests and repairs are documented and completed promptly.
- Vendor agreements are current and effectively managed.
- Transportation systems operate reliably.
- Food service programs remain compliant and reimbursement documentation is submitted on time.
- Office supplies and operational materials remain adequately stocked.
Pay: From $22.00 per hour
Work Location: In person
