Administrative CoordinatorJR10000000257
Williams College Main Campus
PRIMARY PURPOSE/FUNCTIONThis position exists to provide administrative, operational, and program support to the Director, Assistant Director, teachers and families of the Williams College Children's Center. The Children's Center supports the education and care of college children including those of students, the recruitment and retention of staff at the college, and the education and work experience of students. Therefore, it is important that our office is running smoothly and with utmost professionalism. This position encompasses a wide variety of duties including the EEC regulated record keeping of about 100 children, support on finances and budgeting, billing, program support and creating positive relationships with families, including welcoming new and prospective families and timely communication on paperwork and billing issues.
Recordkeeping for all families, children, and staff:- Prepare yearly contracts for all children.
- Annually, email all necessary EEC forms to current and new families. Collect this paperwork and update EEC Children's Checklist in each child's file, update EEC Children's Checklist Log of all children, and update our WCCC email list.
- Check monthly that medical paperwork (including physicals, lead screenings and immunizations) is up-to-date for all children. Check monthly that staff physicals are up-to-date.
- Collect all allergy information and medical plans and update Children's Allergy & Medical List.
- Sign out access cards to community families, notify Security of Williams employees/parents who need access to the WCCC, and of any families who need to have their access removed.
- Track all children's injury reports in monthly EEC Injury Log.
- Track staff's CPR/First Aid training and log into EEC Staff Records Checklist.
- Create certificates for staff development.
- Prepare weekly sign-in sheets for children in each classroom.
- Complete yearly, State immunization report for staff and children.
Billing and Family Payments:- Every two weeks, update and send Accounting our spreadsheet for billing families.
- Email parents regarding back balances.
- Inform Director about back balances due from WCCC families when over four weeks past due.
- Answer all parent questions regarding their bills.
- Submit payroll deductions for each billing period to the Payroll Department.
- Enter parent payments into Workday. Do online banking for checks received.
Enter Massachusetts and Vermont voucher attendance online weekly. Submit billing every two weeks for Vermont voucher system; submit billing every month for Massachusetts voucher system, complete annual Massachusetts voucher renewal contract.
Program Support:- Assist with organizing and submitting documentation for licensing renewal.
- Inventory/ordering of food from outside vendors, care supplies, office supplies and program materials.
- Shop for food and program materials that can't be ordered online.
- Create WCCC calendar that we attach to contracts, and keep WCCC Google calendars up-to-date.
- Help maintain Children's Center website.
- Arrange for staff travel and conferences and estimate costs.
- Write contracts and make travel arrangements for visiting artists and staff development trainers.
- Arrange meetings and reserve rooms through Room Scheduler.
Place and follow through on Work Requests.
Financial and Budget:- Suggest reallocations/increases for budget planning.
- Organize receipts and complete Expense Reports for 14 staff members.
- Calculate yearly costs for child care for children of Williams College Financial Aid students.
- Track year-to-date expenses for department.
- Track individual classroom budgets for teachers.
Calculate projected department revenue.
Enrollment: - Put together enrollment projections for upcoming year.
- Keep track of drop in days so classrooms don't go over EEC ratio, be sure these are billed and added to payroll deductions if applicable.
- Calculate enrollment FTEs for each classroom
SPECIALIZED SKILLS AND/OR TRAININGSkills: Knowledge of Outlook, Word, Excel, Mail Merge, Listserv, Gmail, Google Calendar, WordPress and QuickBooks; verbal and written communication; organizational, multi-tasking, prioritizing skills; appropriate skills for working with the public and with families.
Application review will begin on September 27, 2024, and continue until the position is filled. Pay range is from $25.50 to $30 per hour, commensurate with experience.
Employment at Williams is contingent on the verification of background information submitted by the applicant, including the completion of a criminal record check, and education when applicable. Decisions regarding appointments, promotions, and conditions of employment comply with applicable federal or state law prohibiting discrimination based on race, color, sex, national origin, religion, age, disability, marital status, sexual orientation, gender identity or expression, ancestry, or military service.
Beyond meeting fully its legal obligations for non-discrimination, Williams College is committed to building a diverse and inclusive community where members from all backgrounds can live, learn and thrive. As part of this commitment, we will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process please feel free to contact us via phone at (413) 597-2681 or email at
hr@williams.edu.
To apply, visit https://wd5.myworkdaysite.com/en-US/recruiting/williamscollege/External_Career_Site/job/Williams-College-Main-Campus/Administrative-Coordinator_JR10000000257.Copyright 2024 Jobelephant.com Inc. All rights reserved.
Posted by the FREE value-added recruitment advertising agency jeid-e4394c9ecc9a194ea94fcf0da79f5c3c
