Experienced Virtual Assistant for Child Care Company – Administrative Support and Customer Service Expert

Introduction to Academic Explorers

Imagine being part of a dynamic team that prioritizes the well-being and education of young children, fostering a nurturing environment that allows them to grow and thrive. At Academic Explorers, a rapidly growing child care company with three locations in Nassau County, we are dedicated to putting the C.H.I.L.D. F.I.R.S.T. in everything we do. Our mission is built on a foundation of best practices, ensuring that our centers are not just places of learning, but also of care and development. We are now seeking a highly skilled and motivated Virtual Assistant to join our administrative team, supporting our management in the day-to-day operations and contributing to the success of our child care centers.

Job Overview

The Virtual Assistant plays a pivotal role in our administrative team, working closely with our management and center administrators to ensure the smooth operation of our child care centers. This position requires a unique blend of administrative skills, customer service expertise, and the ability to work independently in a remote setting. As the first point of contact for many families and prospective staff members, the Virtual Assistant must possess excellent communication skills, both written and verbal, and be able to handle a variety of tasks with professionalism and efficiency.

Key Responsibilities

• Provide exceptional customer service through phone calls, texts, and emails, addressing inquiries and concerns in a timely and professional manner.
• Manage and maintain accurate records and databases, including our Client Relation Manager (CRM) and workflow systems, ensuring data entry is precise and up-to-date.
• Coordinate and organize events, meetings, and appointments, including field trips and transportation, always adhering to given budgets and guidelines.
• Develop and maintain spreadsheets and records as assigned, ensuring they are accurate, comprehensive, and easily accessible.
• Follow up with families to complete registration forms and with service providers and external agencies as necessary, building strong relationships and ensuring seamless communication.
• Accurately review and maintain child files, ensuring compliance with Academic Explorers policies and procedures, as well as New York State Office of Children and Family Services (OCFS) regulations.
• Participate in scheduled meetings and trainings, both in-person and virtually, taking detailed notes and contributing to discussions as appropriate.
• Stay updated on and comply with Academic Explorers policies, procedures, and the Parent Handbook, communicating these effectively to families and staff.

Essential Qualifications

To excel in this role, you will need:

• A High School Diploma or equivalent, with an Associate’s degree or higher preferred.
• Minimum one year of experience in child care or a related field, with administrative work experience also preferred.
• A demonstrated interest in working with young children, parents, and educators, with a passion for contributing to a team environment.
• Proficiency in using Apple devices (MacBook, iPhone) and applications, with strong technical skills and the ability to learn new systems quickly.
• Effective, appropriate, and strong communication skills, both orally and in writing, with the ability to speak, read, and write fluently in English. Bilingual skills, particularly in Spanish, are highly valued.

Preferred Qualifications

While not required, the following qualifications are highly desirable:

• Previous experience in a virtual or remote work setting, with the ability to self-motivate and work independently.
• Familiarity with customer relationship management (CRM) software and workflow systems, with the ability to quickly adapt to new technologies.
• Experience in data entry and record-keeping, with a high level of accuracy and attention to detail.
• Knowledge of child care regulations and standards, particularly those set by the New York State Office of Children and Family Services (OCFS).

Career Growth and Learning Benefits

At Academic Explorers, we are committed to the growth and development of our team members. As a Virtual Assistant, you will have opportunities to:

• Develop your administrative and customer service skills in a dynamic and supportive environment.
• Learn about child care operations, regulations, and best practices, enhancing your knowledge and expertise in the field.
• Participate in professional development training and workshops, both in-person and virtually, to stay updated on industry trends and advancements.
• Contribute to a team that values diversity, equity, and inclusion, working together to create a welcoming and nurturing environment for all.

Work Environment and Company Culture

Our company culture is built on the principles of respect, empathy, and teamwork. We believe in creating a work environment that is:

• Supportive and inclusive, valuing the contributions and perspectives of all team members.
• Dynamic and flexible, with opportunities for growth and development in a rapidly expanding company.
• Committed to excellence, striving for the highest standards in child care and education.
• Focused on community, building strong relationships with families, staff, and external partners.

Compensation, Perks, and Benefits

We offer a competitive compensation package, including:

• A hourly rate of $15.00 - $17.00, depending on experience and qualifications.
• A 401(k) plan with matching contributions, to support your long-term financial goals.
• Employee discounts on our services, allowing you to benefit from our child care programs.
• Paid time off, to ensure you have the opportunity to rest and recharge.
• Professional development assistance, to support your ongoing learning and growth.
• Bonus pay opportunities, recognizing and rewarding your hard work and contributions.

Conclusion

If you are a motivated and skilled individual looking for a challenging and rewarding role in a dynamic child care company, we encourage you to apply for the Virtual Assistant position. With your administrative expertise, customer service skills, and passion for working with children and families, you can make a real difference in the lives of our students and contribute to the success of our team. Don’t miss this opportunity to join a company that values its employees and is committed to providing the highest quality care and education. Apply today and become part of the Academic Explorers family!