Administrative Assistant (Childcare Experience & Procare Required)

Job Description

Job Description

Administrative Assistant (Childcare Experience & Procare Required) Foundations Learning Academy
3700 Midlothian Turnpike, Richmond, VA 23224

Position Details

Employment Type: Full-Time
Schedule: Monday through Friday
Work Environment: On-site, fast-paced licensed childcare setting

Position Summary

Foundations Learning Academy is seeking a highly organized, professional Administrative Assistant to support the Director and leadership team in ensuring smooth daily operations of our early childhood education center.

This role is essential in maintaining accurate records, assisting families, supporting staff, and ensuring compliance with Virginia childcare licensing requirements .

The ideal candidate will have prior childcare or early childhood program experience and working knowledge of Procare childcare management software.

This position requires someone who can multitask efficiently, communicate professionally with families, and maintain a welcoming and organized front office environment.

Key Responsibilities Front Office & Family Relations

Greet parents, children, and visitors in a warm and professional manner
Serve as the first point of contact for families and visitors
Answer and direct phone calls and emails
Assist families with enrollment paperwork and required documentation
Maintain student records in compliance with Virginia childcare licensing regulations
Utilize Procare software for child attendance, billing, and record management

Administrative & Compliance Support

Track child attendance and maintain staff schedules
Monitor staff certifications, training records, and required documentation
Assist with child care subsidy paperwork and billing support
Maintain organized child files and compliance documentation
Prepare files for licensing reviews, inspections, and audits

Office Operations

Maintain organized filing systems (digital and physical)
Order office supplies and manage office inventory
Assist with payroll documentation and administrative reporting
Support the Director with daily administrative operations
Ensure confidentiality of all student and staff information

Communication & Event Support

Prepare newsletters, memos, and parent communications
Assist with special events and family engagement activities
Support hiring efforts including application management, interview scheduling, and onboarding paperwork
Assist with staff communication and operational updates

Ideal Candidate Qualities Highly organized and detail-oriented
Professional, polished, and reliable
Friendly and welcoming with families and staff
Strong written and verbal communication skills
Comfortable using Procare, Microsoft Office, and email systems
Able to multitask in a busy childcare environment
Maintains confidentiality and professionalism at all times

Qualifications Childcare or early childhood program experience required
Procare childcare management software experience required
High School Diploma or equivalent (Associates degree preferred)
Previous administrative experience required
Knowledge of childcare licensing standards preferred
Must pass criminal background and central registry check
CPR/First Aid certification (or willingness to obtain)

Benefits & PerksWe value our team and offer competitive benefits:

Medical Insurance
Dental Insurance
Vision Insurance
401(k) with Employer Matching
Paid Time Off (PTO)
Professional Growth Opportunities
Supportive Team Environment

Join the Foundations Family!If you are looking for stable full-time employment in a positive, child-focused environment with strong benefits , we would love to meet you.
After appllying for the position, please use the following link to schedule a convenient time for your initial screening interview:

Schedule Here:

Interview appointments are available Monday through Friday between 10:00 a.m. and 3:00 p.m.

We look forward to learning more about you and discussing how your experience, skills, and talents may contribute to our mission and team.

Thank you again for your interest in Foundations Learning Academy. I appreciate your time and consideration, and I look forward to speaking with you soon.