Future Generation Early Learning Center Assistant Director Job Description

Position Title:

Assistant Director

              

Reports To:

Director, Director of People and Operations, President

 

Directly Supports:         

Daily operations of staff, children, and families

 

Classification:

Exempt

Position Summary

The Assistant Director is responsible for the day-to-day administrative, financial, enrollment, and compliance operations of the center. This role ensures that all systems run efficiently, enrollment goals are met, tuition is collected, and the center remains in full compliance with state licensing regulations.

This is a hands-on leadership role focused on execution, organization, accountability, and results.

Core Focus Areas

• Administrative Operations
• Enrollment & Marketing Execution
• Accounts Receivable & Financial Accuracy
• Licensing Compliance & Documentation
• Center Presentation & Readiness

Key Responsibilities:

 

1. Administrative Leadership & Operations 

• Manage all daily administrative functions of the center
• Ensure all required documentation is complete, accurate, and audit-ready at all times
• Maintain organized systems for:
  • Child files
  • Staff files
  • Licensing documentation
  • Billing records
• Oversee daily operational flow to ensure efficiency and consistency
• Ensure all internal systems (Tadpoles, Procare, etc.) are used correctly and consistently
• Support the Director by executing operational priorities and follow-through

 

2. Enrollment, Tours & Marketing Execution

• Own enrollment pipeline from inquiry → tour → enrollment → onboarding
• Conduct tours using Future Generation tour script with a goal of same-day close
• Maintain and update tour tracking and follow-up systems daily
• Execute weekly marketing plan, including:
  • Community outreach (schools, pediatricians, local businesses, etc.)
  • Social media coordination with marketing team
  • Event support and lead generation activities
• Ensure center is always tour-ready and visually aligned with FG brand standards
• Actively work to maintain full enrollment and minimize vacancies

 

3. Accounts Receivable & Financial Responsibilities

• Monitor and manage accounts receivable weekly
• Ensure all tuition is:
  • Billed correctly
  • Collected on time
  • Followed up on immediately when overdue
• Enforce tuition policies consistently and professionally
• Maintain accurate records of:
  • Payments
  • Deposits
  • Subsidy/voucher balances
• Complete weekly financial reporting for leadership
• Ensure all financial transactions are documented and organized
• Submit accurate payroll data on time

 

4. Licensing Compliance & Risk Management

• Ensure the center is in full compliance with all state licensing regulations at all times
• Maintain all required licensing documentation in audit-ready condition
• Conduct regular internal compliance checks including:
  • Ratios and supervision
  • Health and safety practices
  • Classroom documentation
• Ensure staff are following all policies and procedures
• Immediately report and document:
  • Incidents
  • Injuries
  • Licensing concerns
• Serve as point of contact during licensing visits alongside Director

 

5. Staff Support & Accountability

• Support scheduling to ensure proper staffing and ratio coverage
• Hold staff accountable to policies, procedures, and expectations
• Assist in onboarding and training of new hires
• Reinforce a culture of professionalism, teamwork, and accountability
• Address minor performance concerns and escalate when needed

 

6. Facility & Environment Management

• Ensure the center is:
  • Clean
  • Organized
  • Safe
  • Visually appealing (“pleasing to all five senses”)
• Conduct daily walkthroughs to ensure readiness
• Coordinate repairs and maintenance needs promptly
• Maintain inventory and order supplies as needed

Qualifications:

• Strong organizational and administrative skills
• Experience in childcare or early childhood education preferred
• Ability to manage multiple priorities with attention to detail
• Strong communication and problem-solving skills
• Financial and operational awareness
• Ability to work independently and take initiative

Performance Expectations (What Success Looks Like):

• Enrollment goals are consistently met or exceeded
• Tuition is collected on time with minimal outstanding balances
• Licensing compliance is maintained with no violations
• Administrative systems are organized and audit-ready
• Tours convert to enrollments at a high rate
• Center is consistently clean, organized, and tour-ready

 

I acknowledge that I have received, read, and had the opportunity to ask questions regarding this job description. I agree to comply with the above-outlined descriptions and practices as a condition of my employment.