Daycare Administrative Assistant

The Learning Experience – Fort Wayne / Huntertown, IN

Position: Center Administrative Assistant
Employment Type: Full-Time
Reports To: Center Director

Position Summary

The Learning Experience is seeking an organized, professional, and customer-focused Administrative Assistant to support the daily operations of our childcare center.

The ideal candidate will be responsible for maintaining efficient front-office operations, delivering exceptional customer service to families, supporting enrollment growth, maintaining accurate records, and assisting the Center Director with administrative responsibilities.

This position requires strong organizational skills, attention to detail, accountability, and the ability to multitask in a fast-paced childcare environment.

Key Responsibilities

1. Front Office & Parent Communication

Serve as the first point of contact for parents, visitors, and prospective families.
Greet families professionally and maintain a welcoming environment.
Answer phone calls, respond to emails, and manage daily parent inquiries.
Communicate center announcements, reminders, and policy updates.
Address routine parent concerns and escalate sensitive matters to the Center Director.
Maintain confidentiality of family, child, and employee information.

2. Enrollment & Customer Service

Respond promptly to enrollment inquiries and prospective family leads.
Schedule center tours and coordinate follow-up communications.
Assist the Center Director with converting prospective families into enrollments.
Maintain accurate enrollment records and waiting lists.
Coordinate new-family onboarding, required paperwork, and orientation.
Support family retention through proactive communication and relationship building.
Assist with center marketing events and community outreach.

3. Billing & Financial Administration

Monitor family tuition accounts and outstanding balances.
Assist with tuition invoicing, payment tracking, and collections follow-ups.
Support CCDF subsidy billing, attendance reconciliation, and documentation.
Identify billing discrepancies and escalate unresolved issues.
Maintain accurate financial records using approved center systems.
Support the Center Director with weekly billing and accounts receivable reports.

4. Licensing & Administrative Compliance

Maintain accurate and complete child enrollment files.
Track required medical forms, immunization records, emergency contacts, and authorizations.
Assist in maintaining employee documentation and training records.
Support compliance with Indiana childcare licensing requirements and TLE policies.
Maintain organized records for licensing visits and internal audits.
Notify center leadership of missing documentation or compliance concerns.

5. Staff & Operational Support

Assist with employee onboarding paperwork and orientation scheduling.
Support staff scheduling, attendance tracking, and timekeeping administration.
Monitor missing time punches and report discrepancies to the Center Director.
Assist with ordering office supplies and maintaining inventory records.
Coordinate administrative activities, meetings, and center events.
Provide classroom assistance, when necessary, qualified, and authorized, while maintaining required staff-to-child ratios.

6. Center Operations & Accountability

Maintain an organized and professional front-office environment.
Complete assigned daily, weekly, and monthly administrative checklists.
Follow established center procedures and management instructions.
Communicate operational concerns promptly to leadership.
Maintain accurate records and meet established deadlines.
Support the Center Director in achieving enrollment, customer service, and operational goals.

Qualifications

Required:

High school diploma or equivalent.
Strong verbal and written communication skills.
Proficiency in Microsoft Office, email, and basic computer applications.
Excellent organizational and multitasking abilities.
Professional and customer-focused attitude.
Ability to handle confidential information appropriately.
Ability to meet applicable Indiana childcare background screening and employment requirements.

Preferred:

1–3 years of administrative or customer service experience.
Previous experience in childcare, education, or a similar environment.
Experience with childcare management software, billing, or enrollment systems.
Familiarity with Indiana childcare licensing and CCDF processes.
Experience handling parent communications and resolving customer concerns.

Performance Expectations

The Administrative Assistant will be evaluated on:

Timely and professional parent communication.
Accuracy and completeness of enrollment documentation.
Consistent follow-up on prospective family leads.
Billing accuracy and timely reporting of outstanding balances.
Completion of administrative tasks and assigned checklists.
Compliance with center policies and confidentiality requirements.
Positive collaboration with the Center Director and teaching staff.
Reliability, attendance, professionalism, and accountability.

Work Environment

This position operates primarily in the childcare center's front office, with occasional support throughout the facility.

The Administrative Assistant must be comfortable interacting with children, families, teachers, and center leadership while maintaining professionalism and confidentiality.

Why Join The Learning Experience?

At The Learning Experience, we believe that happy happens here. Our mission is to make a positive difference in the lives of children, their families, and the communities we serve.

We offer a supportive work environment, opportunities for professional growth, and the chance to contribute to a growing early childhood education center.

The Learning Experience is an Equal Opportunity Employer.

Learn more about this Employer on their Career Site

The Learning Experience - Administrative Assistant