Administrative Manager, Early Childhood

Job Description Job Description The Administrative Manager plays a vital role in shaping the vibrant learning environment at Stillwell Avenue Preparatory schools. Partnering closely with the Education and Teaching Directors, this individual champions institutional policies and fosters open communication channels for staff, students, and families, ensuring everyone feels connected and informed.

The Administrative Manager is empowered to take initiative, exercising sound judgment and keeping all stakeholders engaged. As a key culture-carrier, they inspire both staff and students, contributing significantly to the positive and thriving atmosphere of our schools. RESPONSIBILITIES Administrative:

Monitors and manages Stillwell’s email addresses, ensuring prompt and accurate responses to all inquiries Manage the student enrollment process for the PreK and 3K For All programs, preparing appropriate welcome packets and collecting all required documentation for New York City (NYC) Department of Education (DOE) and NYC Department of Health and Mental Hygiene (DOHMH) Enter and maintain up-to-date information in Vendor Portal, PETS and other databases required by NYC DOE and/or NYC DOHMH Maintain student files and ensure students are compliant with all immunization requirements Participates in and coordinates meetings and professional development workshops to convey and gather information required to perform the duties of the position Oversees and manages the Child and Adult Care Food Program (CACFP), ensuring compliance with all regulations, including accurate meal counts, claiming procedures, and record-keeping Prepares and gathers necessary documentation and materials for audits, including but not limited to CACFP, licensing, and other regulatory reviews Manages the collection and processing of ACS (Administration for Children's Services) vouchers, ensuring accurate record-keeping and timely submission Prepares the administrative office for the start of each school year by organizing and setting up the space, ensuring all necessary supplies are stocked, and establishing efficient systems for record-keeping and communication; closes down the administrative office at the end of each school year People Operations: Conduct employee on-boarding sessions, collecting all required documentation for NYC DOE and NYC DOHMH audits Ensure full staff compliance with health immunizations as required by DOE Review the Stillwell Avenue Prep employee manual annually, recommending updates if applicable, providing direction and complying with mandated requirements Maintain employee personnel files and ensure employee training and health requirements are up-to-date Partner with the Education and Teaching Directors to recommend substitute teachers in the absence of primary teaching staff Maintain accurate records of staff timesheets; submit timesheets to Executive Director for review and approval Provide families with end of year financial statements for tax reporting purposes Family Engagement: Partner with Education and Teaching Directors to conduct successful family orientation sessions, Teacher Talk Days, school programs and other family engagement activities throughout the school year (i.e.

Father’s and Mother’s Day Celebrations) Maintains high visibility for the purposes of creating and maintaining trust with families SKILLS AND QUALIFICATIONS 2 - 4 years experience working in an educational institution; preferably experience in early childhood Bachelor’s degree in Business Administration, Education Administration Excellent written, oral, interpersonal and computer skills; including Google Suite, Microsoft Word, and Excel Ability to fully own and manage projects involving multiple stakeholders. Planning and coordination lead to high-quality and on-time deliverables; Knows when to escalate issues and engage others to inform decisions and achieve desired results; Motivated self-learner with exceptional problem-solving and organizational skills, and the ability to work independently and collaboratively in a fast paced environment; Ability to deal with confidential and sensitive situations properly aligned with Stillwell Avenue Prep protocol; About Stillwell Avenue Prep School At Stillwell Avenue Preparatory School, we believe in nurturing a love for learning through play, exploration, and creativity. Founded in 1995, we have been dedicated to providing a safe, engaging, and supportive environment where young minds can flourish. Benefits: Paid time off (DOE holidays and school closings) health insurance Schedule: 7:30 AM - 4:00 PM, must be flexible to participate in school annual programs that fall on weekends