Administrative Assistant

Who We Are
Apple Playschools is a nonprofit organization based in Ann Arbor, MI embodying inclusion, innovation, and environmental stewardship in entrepreneurship and education in order to make a more equitable world. We currently operate three progressive early childhood (child care/preschool) programs and a school age summer camp, and we are preparing to expand. Our dynamic team is committed to anti-bias practices in our work and play. We believe in direct, radically respectful communication, and strive for creating space for rest and balance between our family/community responsibilities and our paid work. We are ready to help the Administrative Assistant hit the ground running with well-established procedures for most administrative tasks and strong support from our staff leadership team.

A Note About Our Expectations
We recognize that people develop perspective and talent from a wide variety of work, life, and educational experiences. Your qualifications may include paid work, volunteer work, projects in a different field, or other experiences that have helped you build the competencies and knowledge needed to be successful in this role. The cornerstone of play and innovation on the Apple Playschools team is formed by diverse perspectives combined with a steadfast commitment to collaborative communication and a willingness to learn. Therefore, if you are excited and able to do this job, we encourage people from any background to apply.

You will be responsible for:
  • Human Resources Administration - supporting compliance and record keeping, coordinating interview processes and communications, and managing files of human resources records and information
  • Program Administration - tracking all child-related paperwork, reporting on health data as required, ensuring communication information is updated in a timely and accurate manner, maintain training records
  • Finance & Fundraising Administration - supporting appropriate separation of duties in financial transactions by booking payments, managing contracts and invoicing, and creating receipts and reports
  • General Administrative Responsibilities - supporting overall operations by assisting with tech setup, event logistics, purchasing, office organization, translation, and communications
  • This position reports to the Operations Director.

If you are the ideal candidate, you:
  • Are collaborative, communicative, and organized with a positive customer service focus
  • Have demonstrated skills/experience in administration, bookkeeping, record keeping, and/or accounting
  • Have working knowledge of online tools including Google Suite, Quickbooks Online, and CRM/database management software
  • Demonstrate excellent skills in organization, tracking deadlines, and prioritizing tasks
  • Share a commitment to radically respectful teamwork and the transformational power of progressive early childhood education opportunities
  • Are flexible, creative, and can demonstrate a track record of learning independently and taking initiative

Compensation and Benefits
  • $17.50-$20/hour, or $27,300-$41,600 annually, depending on experience and agreed schedule (30-40 hours/week)
  • Child care tuition benefit of up to $13,044/year (50% tuition discount) in any Apple Playschools program (pending space availability), or 33% contribution toward qualifying programs through the Tri-Share program
  • If working over 30 hours, eligible for medical benefits (Apple Playschools covers 70-80% of monthly premium)
  • 5+ weeks of paid time off including 8 paid holidays, 8+ days accrued PTO, and 3 weeks of paid school closures (prorated to average work hours when part-time)
  • Short term disability, worker’s compensation, employee assistance program

What to Look Forward To
  • Flexible schedule of 30-40 hours per week; option of working a hybrid schedule, with some in-person days each week required
  • Annual professional development stipend to support professional and personal growth
  • Laptop and other required technology provided
  • Feminist/Humanist workplace that supports joy, rest, and anti-bias practice

Essential Responsibilities
Human Resources Administration
  • Accurately track job applications, coordinate with Program Directors/Assistant Directors on interview scheduling, reference calls/request and screening applicants to make sure they meet minimum qualifications for open positions
  • Coordinate with Development & Communications Manager to assist with advertising and posting open positions through job websites, job boards, flyering, and email
  • Support Operations director in completion and tracking of onboarding requirements, background checks, and account setup for all staff including fingerprinting, course enrollment, and filing
  • Support compliance in all HR and personnel records in main office and on site 2x annually

Program Administration
  • Coordinate with Program Directors to ensure all enrollment paperwork is processed and documented accurately before child’s first day of care, and maintained in a timely way thereafter
  • Keep school email lists and Tadpoles up-to-date with family and staff contact information
  • Send immunization records to MICR annually
  • Send weekly communicable diseases reports to local public health agencies
  • Audit child files in main office and on site 2x annually
  • Assist in completion of program licensing renewal forms
  • Assist Learning & Engagement Manager in tracking and documenting required training and professional development hours, inputting records and trainings in MiRegistry, etc.
  • Coordinate logistics (meals, space rental, copies, materials purchasing) for in-service and staff events

Finance & Fundraising Administration
  • Bookkeeping responsibilities including, but not limited to: issuing invoices, booking payables and receivables, processing 1099s and other contractor paperwork, reimbursements, etc.
  • Process and track all contracts; process tax receipts for tuition
  • Enter relevant donation data into CRM/donor database and accounting software to ensure accurate reporting; Coordinate with Development and Communications Manager to support timely acknowledgement of gifts; Process and send tax receipts for donations
  • Track and file grant, foundation, and major gift paperwork such as award letters, etc.
  • Support creation of monthly and annual financial reports, cash flow report, and budget
  • Provide event support for community and fundraising events including logistics, day-of staffing, registration, etc.

General Administrative Responsibilities
  • Assist with managing technology as needed
  • Assist with website editing, drafting communications, and enrollment/registration logistics
  • Maintain the office space by organizing supplies, creating organizational systems, and performing light cleaning and organizing tasks
  • Help with event preparation and attend at least 2 events
  • Printing/copying  materials for meetings as needed
  • Coordinate or create translations needed for meetings, emails, etc. as needed
  • Update HR and Building Safety Postings as needed at all sites
  • Other duties as assigned

Requirements and Qualifications to hold Role
  • At least one year of administrative support or management experience, or formal training in the same
  • At least two years of bookkeeping or accounting experience, or formal training in the same
  • Able to pass required state Criminal Record and Central Registry Clearance Checks
  • Organized with excellent attention to detail
  • Strong written and verbal communication skills
  • Technology literacy in Google Suite and experience using QuickBooks Online and cloud-based database management software
  • Ability to travel to participate in work meetings and commitments at multiple locations and access to reliable internet at home (if work from home plan is approved)
  • Committed to effective conflict resolution and collaborative communication with staff, families, children, and community partners
  • Has sound judgment and ability to assess risk appropriately, including the capacity to act quickly and appropriately in case of an emergency
  • Be “on your feet” or sitting at a desk for long stretches of the day, able to comfortably bend, ascend or descend a flight of stairs, walk on uneven terrain, work outside in all weather conditions, quickly respond and move from one point to another in the learning environment, be exposed to environmental allergens (dust, animals, etc), and hold, carry, or lift up to 25 pounds
  • Preferred but not required:
  • Bilingual in English and Spanish
  • Nonprofit Experience
  • Experience in Early Childhood Education