The Learning Experience - Administrative Assistant

The Learning Experience of Fort Wayne•Fort Wayne, IN

8d•$14 - $16•Onsite

About The Position

The Learning Experience is seeking an organized, professional, and customer-focused Administrative Assistant to support the daily operations of its childcare center in Fort Wayne / Huntertown, Indiana. The role is responsible for efficient front-office operations, customer service for families, enrollment support, accurate records, and administrative assistance to the Center Director. It requires strong organizational skills, attention to detail, accountability, and the ability to multitask in a fast-paced childcare environment. The position operates primarily in the childcare center's front office, with occasional support throughout the facility. The Administrative Assistant interacts with children, families, teachers, and center leadership while maintaining professionalism and confidentiality. When necessary, qualified, and authorized, the role may provide classroom assistance while maintaining required staff-to-child ratios. The company describes 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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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, manage parent inquiries, and communicate center announcements, reminders, and policy updates.
Address routine parent concerns, escalate sensitive matters to the Center Director, and maintain confidentiality of family, child, and employee information.
Respond 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 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.
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 financial records using approved center systems and support weekly billing and accounts receivable reports.
Maintain complete child enrollment files and track medical forms, immunization records, emergency contacts, and authorizations.
Assist with employee documentation and training records; support compliance with Indiana childcare licensing requirements and TLE policies.
Organize records for licensing visits and internal audits and notify center leadership of missing documentation or compliance concerns.
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.
Maintain an organized and professional front-office environment; complete assigned daily, weekly, and monthly administrative checklists.
Follow center procedures and management instructions, communicate operational concerns promptly, maintain accurate records, and meet deadlines.
Support the Center Director in achieving enrollment, customer service, and operational goals.