Assistant Director

About the role

The Assistant Director at Tulsa Educare works under the direct supervision of the School Director to provide administrative support and ensure compliance with local, federal, and state standards, laws, and regulations. Responsibilities include managing staff scheduling and timekeeping, overseeing kitchen operations, supervising kitchen staff and Classroom Aides, managing purchasing for the site, and supporting the coordination of inclusion services for children.

Essential Qualities

• Driven to work collaboratively with a diverse workforce
• Commitment to maintaining a consistent and dependable work schedule
• Ability to quickly adapt to changes, demands, and initiatives
• Self-motivated, dependable, and physically able to perform tasks in various environments
• Commitment to providing outstanding customer service
• Strong oral and written communication skills
• Driven to follow Tulsa Educare’s Shared Values: Learning, Relationships, Commitment, and Data
• Qualified (and not prohibited) to work around children
• Legally authorized to work in the United States

Regulatory Compliance and Program Standards

• Ensure adherence to all federal, state, and local licensing requirements, and funder and grant guidelines
• Collect, prepare, and submit all periodic reports on schedule
• Monitor and track staff credentials in Paycom to ensure compliance with program requirements, including CECPD training hours and certification renewal dates
• Safeguard the confidentiality of all sensitive information
• Verify accurate daily child attendance and meals for CACFP compliance

Staffing and Scheduling

• Establish and manage classroom staff schedules, including approving time-off requests and coordinating substitutes as needed
• Review and approve timesheets for timely submission to payroll according to established deadlines
• Manage all HR documentation related to employee scheduling, including Personnel Action Forms (PAFs), Family Medical Leave (FMLA) approvals, and schedule variance requests
• Inform School Leadership team of staff scheduling and attendance changes

Purchasing

• Create and submit purchase requisitions for School Director review; ensure appropriate materials are ordered
• Assist with the management of school budgets
• Monitor inventory

Professional Development and Staff Support

• Facilitate collaboration to support staff development and program goals
• Assist with the onboarding processes
• Maintain and update the CECPD training portal to ensure professional development trainings are registered and staff training hours are accurately recorded and up to date

Child Inclusion Support

• Collaborate with staff and relevant specialists to facilitate case consultations, Special Education eligibility, and planning processes
• Coordinate and track disabilities services and early intervention support for children in need

Qualifications

Knowledge and Skills

• Broad knowledge and experience in Head Start Performance Standards, NAEYC criteria, and DHS guidelines
• Demonstrated leadership abilities with proven successful interpersonal relationship skills to maintain effective and satisfactory working relationships with interdepartmental staff, vendors, clients, visitors, and contractors
• Ability to follow oral and written instructions and to read, write, interpret, and present information efficiently and effectively
• Skill in accurately auditing records and ensuring compliance with written or oral guidelines
• Ability to take initiative, multitask, and perform well under pressure
• Maintain strict confidentiality of extremely sensitive data, records, files, conversations, and other information
• Working knowledge of Microsoft Office Suite and Google Suite
• Strong organizational skills and effective communication abilities
• Ability to work collaboratively as part of a team

Education & Experience

• Bachelor’s Degree in Family Relations/Child Development, Social Work, Early Childhood Education, Child Development, Special Education, or a closely related Social Work or Education Based discipline
• Experience working with families with young children, infants, toddlers, or preschool children preferred
• Experience in an early childhood or family support/social service setting required
• Obtain and maintain Food Managers Certification and obtain 20 hours of annual training