ECE and Family Life Business Manager

Company: Jewish Community Center of San Francisco
Location: San Francisco
Posted on: September 2, 2024

Job Description:

The Business Manager supports the business functions of Early Childhood Education (75%) and Family Life (25%)The ECE and Family Life Business Manager supports the Chief Program Officer and the Family Life and ECE departments through keen business acumen and administrative oversight. Primary focus for this position includes developing, tracking, and analyzing budgets, leading the preschool enrollment and admissions process, establishing systems and workflows to support departmental processes and goals, and other projects related to the success of departmental businesses. Proficiency in Salesforce administration and financial management is key to supporting our ECE and Family Life department needs.RESPONSIBILITIESBusiness Management for ECE and Family Life:

• Maintain enrollment data, update weekly and provide analysis and reports on financial and programmatic goals.
• Act as point of contact for inquiries about the ECE program and provide appropriate follow-up and further resources. Track inquiries and contacts on Salesforce.
• Maintain working knowledge of all ECE/Family Life businesses and initiatives, including the three preschool sites and their programs.
• Work closely with CPO, ECE Senior Site Director, and Marketing Department representatives to develop marketing strategies for ECE programs.
• Collaborate with Site Directors and site administrative staff in coordinating and implementing administrative functions of the entire ECE program.
• Coordinate billing with Accounting Department including refunds for withdrawal and records of payments made for tuition.
• Process invoices for departmental purchases for payment and maintain records and track departmental spending relative to the budget. This may also include supporting sites with their invoices.
• Work with Sr. Site Director to ensure updates for the Family Handbook, Staff Handbook, school calendars, online communication platform support, and other ECE and Family Life documents and communications.
• Meet with ECE/Family Life management and administrative teams on a regular basis to ensure that work is aligned and that projects/initiatives are moving forward as expected.
• Participate in ECE Leadership Team meetings as needed to help coordinate and support the administrative needs of the professional development programming for ECE staff.
• Help to ensure that ECE and Family Life websites are accurate and up to date.
• Serve as primary ECE&FL liaison to the Business Systems team for updates and maintenance of the relevant Salesforce data.ECE Admissions and Enrollment:
  • Act as project manager for ECE admissions and enrollment process.
  • Oversee the ECE application process from beginning to end, ensuring all documents and data are up to date and completed in a timely manner.
  • Create enrollment-specific reports in Salesforce, and regularly review and communicate report findings with CPO-FL and others as needed.
  • Manage enrollment data. Maintain lists of enrollments in each preschool and coordinate with site administrative assistants and site directors in filling available spaces.
  • Track and maintain tour schedules across the sites. Work with marketing and business systems to ensure all admission and tour materials are up to date and available.
  • Maintain and manage accurate student and family records on Salesforce.
  • Manage and support admissions process for returning, new and wait pool families in collaboration with site leadership and administration.
  • Meet with ECE leadership and administrative staff to ensure deadlines for admissions are being met.
  • Work with Finance to communicate with families regarding ECE Tuition.Budget/Finance:
    • Work with CPO-FL and Site Directors to develop budgets for preschool sites.
    • Review monthly financial reports, track variances, and provide meaningful updates regularly.
    • In coordination with the Site Directors and Director of Family Life, produce budget projections, forecasts and variance reports.Other Projects:
      • Assist Site Directors with planning and coordination for ECE staff in-service trainings as needed.
      • Facilitate kindergarten application process with ECE Site Directors, and maintain and report on process, deadlines, applications, and admissions.
      • Attend preschool events as assigned, including evening and weekend hours.
      • Attend and take minutes at monthly ECE Board Committee meetings and distribute minutes before meeting times.Customer and Community Relations:
        • Serve as ambassador for ECE and Family Life programs and respond to inquiries and questions via email, phone calls and in person.
        • Interact warmly and professionally with families, children, and staff, and provide information, resources and support as needed.Other/General:
          • Provide administrative support to the CPO Family Life as requested in a timely and proactive manner.
          • Other duties as needed/assigned, under the direction of the CPO-FL.REQUIREMENTS
            • 3 - 5 years' experience in large office administration capacity.
            • Prior work experience in a non-profit organization and/or a school setting preferred.
            • Experience creating, analyzing, and updating budgets, reading and understanding financial reports, and ability to track and analyze finances.
            • 1-5 years of Salesforce experience.
            • Advanced use of Microsoft Office suite and ability to learn new technologies quickly.
            • Excellent communication, analytic, and project management skills.
            • Strong organization and time management skills and attention to detail.
            • Ability to work efficiently, prioritize, and work independently.
            • Ability to work professionally and warmly with staff, parents, and children.WORKING CONDITIONSWorking conditions are typical of an office environment. This position works onsite at the JCCSF facility, in an office setting frequently visited by families, children and staff.PHYSICAL REQUIREMENTSPhysical requirements are typical of an office position. Job duties entail standing or seated use of a computer throughout the workday, attending in-person and online meetings, and moving between workspaces on a regular basis.STATUSHOURS/SCHEDULEFull-time/Regular schedule Monday - Friday; some weekend and/or evening hours may be required based on program needs.
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Keywords: Jewish Community Center of San Francisco, San Francisco , ECE and Family Life Business Manager, Executive , San Francisco, California