Early Education Manager

YWCA Tri-County Area•Pottstown, PA

1d•Onsite

About The Position

The Early Education Manager serves as a critical administrative lead responsible for the comprehensive lifecycle of student data and family engagement. This role ensures the integrity and security of all enrollment records through the meticulous maintenance of digital management systems and physical archives. Beyond data entry, the Early Education Manager orchestrates essential operational workflows, including the monitoring of daily attendance, the management of rigorous CACFP documentation, and the execution of high-level compliance reporting. As a primary liaison for the center, the Early Education Manager facilitates professional and timely communication with families, ensuring that all documentation—from initial inquiry to monthly attendance reconciliation—is handled with precision and a commitment to the organization’s mission of service excellence.

Requirements

Understanding of YW3CA mission, goals, and objectives and strong commitment to integrate mission objectives into daily practices in the center
A high degree of technical literacy, including the ability to navigate complex Microsoft Office tasks and adapt quickly to new organizational software
Strong interpersonal skills as demonstrated by compassionate, courteous, cordial, cooperative, and professional interaction with diverse groups of co-workers, families, and members of the community
Knowledge of the concepts and practices associated with early childhood education, including but not limited to: Child development (birth through school age), Early education social emotional best practices, Basic classroom management procedures
Highly organized results-oriented thinker with ability to implement processes independently
Proactive attitude and initiative with a strong desire for continued growth and learning
High level of cultural competence and sensitivity toward community-specific issues, utilizing an empowering approach to build strong, supportive relationships with individuals and families from diverse backgrounds
Ability to work independently with a high level of energy and contribute as part of a larger team
Strong commitment to the mission and values of YW3CA
Strong spelling, grammar, and organizational skills
Associate’s degree accepted (Bachelor’s degree preferred) in early childhood education, child development, special education, elementary education or the human services field
2 years of verifiable experience working directly with children
5-7 years working in Early Education administration
Pediatric CPR and First Aid certification
Must be willing to submit to background checks in accordance with local law and regulations
Current Health Assessment and TB test
A valid driver’s license and personal, reliable transportation

Nice To Haves

Familiarity with Child and Adult Care Food Program (CACFP) Regulations
Familiarity with Keystone STARS and Conscious Discipline social emotional curriculum

Responsibilities

Directs the Early Education enrollment lifecycle to ensure a seamless and compliant experience for new families
Executes comprehensive project management to guarantee timely enrollment, proactive communication, and rigorous follow-up
Facilitates the distribution and review of family handbooks to ensure parents are fully informed of center policies and expectations
Coordinates the immediate transfer of critical allergy and dietary information to the kitchen staff to ensure student safety and nutritional compliance
Facilitates the prospective family experience by conducting center tours, providing comprehensive program information, and managing the scheduling and execution of enrollment meetings
Maintains and updates waiting lists in Early Education Center software programs
Directs all general family communications, managing both digital outreach and on-site displays to ensure consistent, professional, and timely information sharing across the center
Serve as the primary point of contact for all incoming telephonic inquiries, maintaining a professional, welcoming, and "smiling" brand voice that aligns with YW3CA standards
Facilitates recurring parent information and feedback sessions, serving as a key resource for families by connecting them to supportive programs and driving overall YWCA engagement and participation
Links families and guardians to central intake department to boost overall YW3CA engagement and participation
Consistently uploads or follows YW3CA central intake procedures when communicating with individuals and families
Manages the timely posting of time-sensitive physical notices to ensure clear and immediate communication of center updates to all families
Create signage for EEC and all communication using inclusive language and Conscious Discipline skills
Manage the center’s primary access point by screening all visitors and vendors, ensuring strictly authorized entry in alignment with state licensing and safety protocols
Exercise high-level discretion and professional judgment when identifying unfamiliar individuals, escalating safety concerns to leadership immediately to maintain a secure environment for students and staff
Provides critical classroom support as needed to manage center "codes" and maintain immediate operational safety and coverage requirements
Coordinates the end-to-end logistics for holiday gift distribution programs in collaboration with the Senior Director of Institutional Initiatives and EEC leadership to ensure efficient delivery and equitable community support
Reconciles daily student attendance records to ensure accuracy across internal tracking systems and interdepartmental operations
Verifies that all absences are recorded in Tadpoles, initiates direct outreach to families for status updates, and provides real-time absence notifications to the finance and kitchen departments
Monitors extended absences of five days or more, facilitating the mandatory reporting to the finance department for ELRC (Early Learning Resource Center) compliance
Update and maintain accurate Early Learning Network classrooms, child and teacher data in Pelican for Infant/Toddler Contracted Slots and Pre-K Counts Program
Oversee required reporting (attendance, CACFP, adverse actions etc.)
Maintains accurate and up to date child files, and other EEC files
Disseminates sensitive child-related documentation, including emergency contact forms and mandatory classroom records, while maintaining the highest standards of confidentiality and follow-up communication
Maintain confidentiality in all children, family, and staff records
Execute precise message routing by capturing detailed inquiries and utilizing Microsoft Teams and phone transfers to connect families with the appropriate department or leadership member
Coordinate the daily receiving and internal notification process for all incoming mail and packages to ensure efficient pickup from the front desk area
Execute essential administrative production tasks, including professional-grade laminating, faxing, and high-volume photocopying of classroom and enrollment materials
Adheres strictly to all EEC staff handbook guidelines and organizational procedures to ensure consistent and professional operational standards
Other duties as assigned within the scope of position expectations