Office Manager in Immokalee, Florida at Pathways Early Education Center of Immokalee Inc

Position Overview

The Office Manager is responsible for coordinating the daily administrative and front-office functions of Pathways Early Education Center of Immokalee. This position helps ensure that enrollment processes, attendance reporting, family communication, staffing support, administrative systems, and required documentation are completed accurately and efficiently.

The Office Manager works closely with the Assistant Center Director and provides day-to-day supervision and direction to the Administrative Assistant. This position serves as a key resource for families and staff and helps maintain organized systems that support the smooth daily operation of the center.

Essential Duties and Responsibilities

Office Operations & Supervision

Coordinate daily front-office operations and ensure administrative responsibilities are completed accurately and timely.

Provide day-to-day supervision, direction, and support to the Administrative Assistant.

Delegate administrative tasks and monitor completion and follow-through.

Maintain organized office systems, records, calendars, and operational processes.

Open or close the building as assigned.

Identify operational needs or concerns and communicate them to the Assistant Center Director.

Help ensure the front office maintains a professional, organized, welcoming, and family-focused environment.

Staffing & Daily Center Operations

Assist the Assistant Center Director with daily staffing schedules, classroom coverage, and staff-to-child ratio needs.

Coordinate staff breaks and classroom coverage based on daily staffing needs.

Assist with managing call-outs and identifying appropriate classroom coverage.

Communicate schedule and coverage changes to affected staff.

Provide classroom coverage when necessary and when qualified to do so.

Support center operations during staffing shortages, special events, emergencies, and other high-need periods.

Enrollment & Student Records

Coordinate the child enrollment process and ensure required documentation is received, accurate, and maintained appropriately.

Work with families to obtain missing enrollment and eligibility documentation.

Monitor children's files and administrative records for completeness and compliance with DCF, ELC, VPK, RCMA, and other applicable requirements.

Coordinate student placement and classroom enrollment information with center leadership.

Maintain accurate enrollment information within Procare and other approved systems.

Support enrollment and retention efforts in collaboration with center leadership.

Assist families with enrollment-related questions and processes.

Attendance, Funding & Portal Administration

Manage required attendance reporting and submissions through ELC and RCMA portals.

Manage VPK monthly attendance reporting and required portal submissions.

Upload and maintain parent excuse notes and other required attendance documentation.

Review attendance records for accuracy and follow up on missing or inconsistent information.

Maintain supporting documentation associated with attendance and enrollment funding requirements.

Communicate attendance documentation needs to families and staff as appropriate.

Maintain organized records to support monitoring, audits, and reporting requirements.

Family & Staff Communication

Oversee routine center communications to families and staff.

Utilize DialMyCalls for center-wide, emergency, family, and staff communications as appropriate.

Coordinate the preparation and distribution of informational flyers, notices, reminders, and other center communications.

Ensure family-facing information is accurate, professional, timely, and accessible.

Respond to family questions and concerns within the scope of the position and refer matters requiring leadership involvement to the Assistant Center Director.

Support effective communication between the front office, classrooms, families, and center leadership.

Administrative & Compliance Support

Oversee preparation and distribution of weekly classroom sign-in/sign-out sheets and other required administrative materials.

Coordinate preparation and distribution of allergy, birthday, and other operational reports.

Assist with menu posting and distribution as needed.

Maintain administrative documentation related to licensing, enrollment, attendance, USDA, and other center requirements within the scope of the position.

Assist with internal reports, documentation requests, and preparation for monitoring or compliance visits.

Maintain confidentiality of child, family, employee, financial, and organizational information.

Ensure administrative records are maintained in an organized and accessible manner.

Center & Organizational Support

Assist with inventory and ordering of office and administrative supplies.

Coordinate administrative logistics for meetings, events, trainings, and center activities.

Support monthly Immokalee Distribution Site/World Vision deliveries and related administrative needs.

Assist with receiving, organizing, and distributing supplies and donated materials as needed.

Work closely with the Assistant Center Director to identify operational priorities and address daily center needs.

Participate in staff and operational meetings as assigned.

Support new employee orientation as it relates to center operations, procedures, communication systems, and administrative processes.

Assist with implementation of center procedures and operational expectations.

Promote positive working relationships and professional communication among staff.

Support special projects and organizational initiatives as assigned.

Perform other duties as assigned to support the effective operation of Pathways Early Education Center of Immokalee.

Qualifications

High school diploma or equivalent required; Associate's degree in Business Administration, Office Administration, Early Childhood Education, or a related field preferred.

Minimum of two years of administrative, office management, school, early childhood, nonprofit, or related experience preferred.

Previous experience providing direction or supervision to administrative staff preferred.

Experience with enrollment, attendance, compliance documentation, or early childhood administrative systems preferred.

Proficient in Microsoft Office, Canva, email platforms, and general computer applications.

Ability to learn and effectively use Procare, ELC, VPK, RCMA, DialMyCalls, and other center systems and portals.

Strong verbal and written communication skills.

Bilingual in English/Spanish and/or English/Creole.

Must meet all applicable state background screening requirements.

Core Skills & Competencies

Office management and administrative coordination

Staff supervision and delegation

Organization and attention to detail

Time management and prioritization

Family and customer service

Professional verbal and written communication

Accurate recordkeeping and data management

Ability to manage multiple priorities and interruptions

Problem-solving and sound judgment

Confidentiality and professionalism

Follow-through and accountability

Teamwork and collaboration

Adaptability and flexibility

Technology and computer proficiency

Physical Requirements

Must be able to lift up to 15 pounds, with or without reasonable accommodation.

Ability to sit, stand, walk, bend, and navigate office and classroom environments throughout the workday.

Ability to perform routine computer, telephone, filing, copying, and other administrative functions.

Ability to move throughout the center as needed to support daily operations.