Admin, Child Care

Job Summary

The Admin, Child Care serves the mission of the YMCA of Lethbridge by providing professional administrative and operational support to the Child Care leadership team. The main goals of this position are:

1. Support the efficient day-to-day functioning of Child Care programs through administrative coordination, record management, enrollment support, financial administration, communications, and customer service.
2. Serve as a key point of contact for families, employees, community partners, and external stakeholders.
3. Ensure organizational systems, records, and processes are maintained accurately, confidentially, and in accordance with organizational policies and legislative requirements.
4. Salaried, full-time position
5. Salary starting at $45,000/year.

Key Relationships

• YMCA of Lethbridge Leadership Team
• Child Care Department
• Child Care families and community stakeholders

Nature and Scope

The Admin, Child Care will be responsible for supporting the Child Care department through administrative and operational support. The major responsibilities of this position are, but not limited to:

Leadership and Strategic Planning

• Exemplify the YMCA of Lethbridge’s Core Values of caring, honesty, inclusiveness, respect, and responsibility.
• Collaborate with other departments to ensure alignment of goals and objectives across the Association.
• Promote a positive, inclusive work environment, responding to general inquiries and resolving issues in a timely manner and in accordance with Association policies and guidelines.
• Be a YMCA ambassador by engaging in and promoting practices and frameworks which centre diversity, equity, inclusion, and belonging.
• Demonstrate a commitment to health and safety, incident management and emergency response.
• Effectively communicate information exchange with internal and external stakeholders.

Organizational and Department Management

• Provide administrative support to the Director of Child Care and leadership team, including preparation of correspondence, reports, meeting agendas, minutes, and presentations, maintaining confidential records and filing systems, and coordinating meetings, schedules and calendars.
• Process Child Care inquiries and waitlist applications and respond to inquiries and direct requests appropriately.
• Assist families with required documentation, forms, and program information, maintaining accurate child and family records.
• Support invoicing, billing, and fee collection processes, while tracking affordability and subsidy documentation and funding requirements.
• Maintain child and program records in accordance with legislative and organizational requirements, ensuring records are complete and up to date.
• Assist with the collection and organization of compliance records and reports, ensuring adequate licensing documentation is available.
• Monitor administrative deadlines and reporting requirements.
• Serve as a professional and welcoming administrative point of contact for families and partners, maintaining confidentiality and professionalism in all communications.
• Assist with enrollment tracking, occupancy reporting, and program statistics, while supporting registration, enrollment, and withdrawal procedures.
• Support special projects, program launches, communication, and organizational initiatives.
• Assist in the development and maintenance of Standard Operating Practices (SOPs) and administrative processes, ensuring policy, procedure, and document management is upheld.
• Support the promotion and visibility of child care programs through marketing and communication initiatives.
• Carry out tasks requiring significant concentration and the need to assess options or evaluate past practices using analytical methods and processes occasionally.
• Mentor and model best practices, setting high standards for excellence in execution.
• Work in usually standardized conditions, under occasional supervision, with choice of action within defined limits to make progress towards assigned objectives.
• Attend all required YMCA trainings and recertifications.

Financial Management and Philanthropic Involvement

• Model the Association’s dedication to philanthropy.
• Participate in Fund Development Initiatives to further the impact of team efforts.
• Adhere to the team’s annual budget, managing expenses within your area and ensuring proper coding and documentation is provided.

External Relations and Advocacy

• Foster relationships in the community by supporting partnership development where appropriate and acting as an ambassador for the Association’s core programs.
• Inform others on Child Care initiatives when appropriate.
• Follow policies regarding confidentiality to safeguard data and information and handle sensitive information with a strong sense of ethics and confidentiality, in additional to all Association policies and guidelines.
• Participate in external growth opportunities in alignment with team goals.

Physical/Special Demands

• There are no physical/special demands for this position

Qualifications and Experience

• Certificate program in Administration or equivalent
• Up to 1 year of practical or lived experience is required
• Intermediate to expert knowledge in Microsoft Office Suite programs is required
• Early Childhood Educator – Level 1 certification is considered an asset
• Previous non-profit experience is considered an asset
• Evidence of an acceptable Police Information Check and Child Intervention Check
• Three professional references are required

At the YMCA of Lethbridge, we believe that everyone deserves to be treated with respect, dignity, and fairness. We are committed to creating a workplace that is welcoming and inclusive for all, regardless of age, race, gender, sexual orientation, disability, or any other characteristic. We strive to provide equal opportunities for employment and advancement, and we encourage all qualified candidates to apply. The YMCA of Lethbridge is committed to fostering an inclusive hiring process. If language accommodations are needed at any stage of the application or interview process, please contact us at hr@lethbridgeymca.ca. We are happy to offer support through our translation program to ensure accessibility for all applicants.

Candidates must be eligible to work in Canada and possess the necessary documentation to support their eligibility, such as a valid work permit, permanent residency status, or Canadian citizenship.

Police Records checks are reviewed on an individual basis and the offense(s) - if any - is considered in the decision-making process in relation to the requirement of working with children, therefore not eliminating all candidates with a record from being offered a position