Daycare Administrative Assistant

Davies Institute for Speech and Hearing•Katy, TX

10h•Onsite

About The Position

The DDC Assistant Manager provides dedicated administrative and operational support to the Education Manager and Davies Development Center. This non-supervisory role is responsible for accurately and promptly completing assigned work involving schedules, records, enrollment logistics, inventory, purchasing coordination, events, and project follow-through. The position implements established procedures and approved plans, anticipates operational needs, and presents proposed solutions for the Education Manager’s review. It does not independently approve or change program decisions, supervise staff, or exercise final authority. The role maintains administrative systems and student records, supports licensing and compliance tracking, assists with enrollment and family communications, coordinates approved staff and therapy schedules, and helps keep classrooms and shared spaces ready. It also plans and executes approved DDC events, coordinates purchasing and supplies, and supports routine reporting and program initiatives. Staff are also expected to assist with marketing during downtime, with training and support from the Marketing Manager. The position is based at Davies Development Center and is listed as full-time, Monday through Friday, 7:30 a.m. to 4:30 p.m. The starting salary is $40,000 per year.

Requirements

High school diploma or GED required.
At least three years of progressively responsible administrative or operations experience preferred.
Strong organization, record accuracy, scheduling, deadline management, inventory management, and ability to independently close assigned tasks.
Proficiency with Microsoft Word, Excel, Outlook, Teams, and digital filing systems; ability to learn Brightwheel and other DDC systems.
Warm and professional family communication, sound judgment, discretion with confidential information, and comfort in an early childhood environment.
Ability to meet applicable childcare background-check, training, and classroom-coverage requirements.
Ability to perform physical demands including bending, sitting, lifting, and walking.

Nice To Haves

Associate or bachelor’s degree in business administration, early childhood education, or a related field.
Childcare Director’s License in Texas.
Preschool, childcare, school, or medical-setting experience.

Responsibilities

Create and maintain organized digital and physical files, calendars, checklists, deadline trackers, and standard operating workflows.
Maintain a visible task and follow-up system, complete assigned projects without repeated prompting, and provide concise status updates.
Prepare meeting agendas, schedules, routine correspondence, action-item logs, and documentation for the Education Manager.
Maintain accurate student enrollment files, required forms, emergency contacts, permissions, and routine record updates.
Track documentation requirements, expirations, training records, and compliance deadlines; conduct regular file audits and maintain Brightwheel and other authorized systems.
Coordinate inspection readiness and promptly escalate missing records, safety concerns, or suspected noncompliance.
Respond to routine prospective-family inquiries, maintain lead tracking, schedule tours, and follow up on outstanding items.
Send and track enrollment packets, prepare onboarding materials, update records, and coordinate student start-date logistics.
Welcome families and visitors, triage calls and messages, and draft routine Brightwheel announcements, calendar updates, and event reminders; refer sensitive matters to the appropriate lead.
Prepare staff calendars, coordinate previously approved absences, identify substitute options, and submit proposed coverage or schedule changes for approval before implementation.
Track classroom readiness and escalate staffing concerns; coordinate approved therapy schedules and special guests without making clinical decisions.
Maintain event calendars, meetings, coverage plans, and logistical schedules, and immediately flag ratio, safety, and coverage concerns.
Provide limited, pre-scheduled classroom support or emergency coverage only when qualified, authorized, and consistent with required ratios and administrative priorities.
Collect supply requests, maintain inventory, prepare purchase orders for approval, place authorized orders, track deliveries, and monitor spending.
Organize shared materials, supply storage, office areas, and teacher resources; coordinate preparation of classroom materials.
Track maintenance requests and support approved cleaning, sanitizing, and safety routines; classroom staff remain responsible for assigned daily cleaning.
Plan and execute DDC events, including family celebrations, Back-to-School Night, graduation, field trips, enrichment activities, and staff events.
Develop event timelines, checklists, supply lists, vendor and venue coordination, staffing and setup plans, permissions, family reminders, and post-event follow-up.
Present event concepts, budgets, dates, and significant changes to the Education Manager for approval; execute approved plans and keep the manager informed.
Gather approved marketing content and coordinate with the designated marketing team; assist with marketing during downtime with training and assistance from the Marketing Manager.
Support the Education Manager with data collection, routine reports, program surveys, and logistical implementation of new initiatives.
Adapt to changing job responsibilities and duties as the company grows.