Early Childhood Administrative Support Specialist

About the role

Vogel is seeking an Early Childhood Administrative Support Specialist to provide critical operational and administrative support to our leadership team. This role ensures smooth day-to-day operations by managing program logistics, communications, and essential documentation.

Responsibilities

• Data & Documentation Management:
  • Record daily attendance in Procare and Head Start databases, including detailed notes and follow-up on absences.
  • Manage child and health records, ensuring all documentation is scanned, labeled, and uploaded accurately with required signatures.
  • Maintain staff tracking and organize teacher training certificates for TRS compliance.
  • Verify authorized pick-ups and securely maintain identification and volunteer records.
• Operations & Facility Support:
  • Conduct daily safety inspections of the building and playground, documenting hazards and submitting checklists to the Head Start database.
  • Manage facility maintenance by submitting and tracking NEST tickets.
  • Oversee inventory and supplies for the kitchen, office, and classrooms, including the weekly distribution of diapers and wipes.
  • Ensure compliance with CACFP documentation and maintain updated charts for food allergies and photo consents.
• Front Office & Communications:
  • Manage front desk operations, creating a welcoming environment while monitoring building access for safety.
  • Serve as a primary point of contact for school emails and phone calls, and assist parents with the sign-in kiosk.
  • Facilitate program communication by generating sign-in sheets for finance and communicating with families as directed.

Requirements

• You hold a High School diploma (required), though a CDA or degree in Early Childhood Education/Administration is preferred.
• You have at least 2 years of experience in early childhood education, preferably in an administrative or coordinator capacity.
• You are a detail-oriented multitasker with strong problem-solving and time-management skills.
• You are proficient in Microsoft Office Suite and comfortable learning specific databases like Procare.
• You work effectively with a diverse team of educators and parents and possess excellent communication skills.
• You understand early childhood education standards, licensing regulations, and child development principles.
• You have a proactive approach and are available for occasional travel or flexible hours for special events.

Qualifications

• Qualified candidates will be considered for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other characteristic protected by law.