Operations & Compliance Coordinator

Why This Role Matters A great preschool experience depends on much more than what happens inside the classroom. It takes thoughtful coordination, accurate records, dependable systems, and someone who can keep the details moving—even when the day does not go according to plan. As our Operations & Compliance Coordinator, you will help keep our school organized, prepared, and running smoothly. You will coordinate daily staffing coverage, maintain the records that keep us licensing-ready, support families during afternoon pickup, and handle the operational details that allow teachers and school leaders to focus on children. This is a great role for someone who enjoys creating order, notices details before they become problems, and takes pride in being the person others can count on. What You’ll Own Keep the Afternoon Running Smoothly Lead the front desk from 4:00–6:00 PM and provide coverage during the receptionist’s lunch breakWelcome families at pickup and respond to routine questions by phone and emailCoordinate drop-in and extended-day requests and maintain an accurate afternoon roster in partnership with the Extended Day Program ManagerComplete end-of-day procedures, including attendance checks, securing records, and managing late pickups Coordinate Staffing and Coverage Maintain an organized and up-to-date substitute roster, including availability and contact informationCreate the next-day staffing coverage plan based on scheduled absences, classroom needs, and required ratiosShare coverage plans and available options with supervisors before the end of each dayTrack time-off requests and identify potential coverage gaps earlySupport on-duty supervisors with the information they need to make same-day staffing decisions Keep Us Licensing-Ready Maintain accurate staff compliance records, including fingerprint clearances, TB tests, health screenings, CPR and first-aid certifications, and required education unitsMonitor expiration dates and flag upcoming requirements at least 60 days in advanceReview child files for required emergency information, immunization records, and licensing formsFollow up with families and school staff when information is incomplete or missingMaintain required logs, binders, emergency-drill records, and incident-report filesUse a licensing-readiness checklist to help ensure the school is prepared for an unannounced visit at any time Support Everyday School Operations Order supplies, monitor inventory, stay within approved budgets, and submit maintenance requests to FacilitiesProvide basic support for classroom iPads and school communication and documentation platforms, escalating technical issues to IT when neededCoordinate logistics for school events, including rooms, food, registration, and signageMaintain the internal staff calendar and send clear, timely operational updatesLook for practical ways to make everyday systems more organized, reliable, and efficient What Summer Looks Like The preschool continues operating during the summer at approximately half its regular size. During this period, you will: Continue supporting operations, staffing, and compliance at a reduced scaleAssist with summer registration paperwork and roster setup under the direction of the Assistant DirectorCoordinate vacation schedules with the receptionist to ensure the front desk remains covered What You Bring At least two years of experience in office administration, operations, or program coordinationExperience in a school, childcare center, or another licensed program is strongly preferredExceptional organization and a demonstrated ability to maintain accurate records and meet deadlinesThe ability to stay calm, responsive, and friendly while managing frequent questions and interruptionsStrong communication skills and a genuine commitment to providing excellent service to families and staffProficiency with Google Workspace or Microsoft Office and confidence learning new technologyFamiliarity with California Community Care Licensing and Title 22 requirements is a plusThe ability to complete all fingerprinting and health-screening requirements for a licensed childcare facility You’ll Thrive in This Role If You Naturally keep track of details, deadlines, and moving piecesEnjoy building systems that help other people do their jobs wellCan shift priorities without losing sight of what still needs to be completedCommunicate clearly and follow through consistentlyBelieve that strong operations are an essential part of creating an exceptional school experience Powered by JazzHR OzGbOCOBgN