Administrative Supervisor, Childcare Operations

2 days ago

Vancouver, Canada YWCA Metro Vancouver Full time

High-quality and affordable childcare is a priority for parents. The YWCA operates four early learning and childcare centres across Metro Vancouver to meet families’ needs. 

Reporting to Manager, Childcare Operations, and with support from an administrative assistant, this position will plan and implement administrative duties to meet day to day operations needs of all Early Learning and care centres in the department (currently 4 facilities, and will be 5 centres in fall of 2025) 

What you’ll be doing 

Supervises, trains and manages the task assignment and performance of a full time administrative assistant. 

Oversees the multisite and casual ECE staff scheduling, hours tracking and timecard approval.

Manages causal ECE staff pool’s screening, hiring and on boarding process to meet the objectives and targets of the department.

Responsible for ensuring the administration team (this role and Admin assistant) meets the needs of childcare operations by managing the scheduling, process, workflow of a wide range of administration tasks as well as coordination with involved parties, including HR, purchasing, finance and the childcare centre supervisors.

Implements HR administrative process related to job posting, screening, onboarding, credentials confirmation and tracking to ensure new hires and current staff meet organization HR policies and childcare licensing requirements.

Coordinates practicum student's placement, including liaising with post-secondary institutions, ensuring all proper on-boarding process completion, confirming placement location and scheduling.

Supports centre supervisors and Manager to source suppliers and contractors for products and services to meet childcare centres’ operational needs. Coordinates with Account Payable and Purchasing to ensure proper documentations, coding and authorization as per policy/process 

Under direction of manager, provides coordination support to centres to meet Health & Safety compliance requirements (organization and licensing), goal/objectives.

Oversees various program data collection process and database systems to ensure accuracy. Implements annual evaluations, prepare data collection tools and compile reports. Prepares board reports, monthly funding reports and other reports as needed

Oversees centre’s waitlist Management and communications with inquiring parents 

Supports annual budgeting process by preparing equipment list and maintenance budget for each centre.

Provides logistical and coordination support to manager to implement annual professional development days (twice a year), staff trainings (e.g. first aid, food safe) and other special events/activities as assigned (e.g. as team building, health & safety month, childcare appreciation month)

Other duties as required 

What you’ll need: 

3 + years paid full time work experiences equivalent in administration in a supervisory role. 

Experience in childcare operations a strong asset 

Knowledge/experience in HR process including recruitment, screening, on boarding 

Knowledge/experience in purchasing process

Excellent oral and written communication skills with strong customer service 

Basic understanding of health and safety and licensing requirements in childcare settings

Strong organizational skills and the ability to be flexible when priorities shift

Good time management skills and attention to details 

Proficiency in MS Office, including Outlook Excel and Power Point, Office 365 including SharePoint, OneDrive, Forms and Teams

Ability to work independently or collaborate with team. 

A valid clear criminal record check (including working with vulnerable populations) is required.

The YWCA Metro Vancouver’s COVID-19 vaccination policy is currently suspended and as a result, vaccination from COVID-19 is not required at this time. However, should circumstances change and the YWCA deem it necessary to reintroduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties. 

What we offer:  We offer our eligible employees the following benefits as part of their total compensation package: 

Extended medical and dental benefits

A defined benefit pension plan 

Flexible working arrangements for applicable positions 

Employee Family Assistance Program, a confidential and voluntary support service for employees and their eligible family members 

Free staff membership to our Health + Fitness Centre, discounts at our YWCA Hotel and priority in YWCA Child Care centres 

Pay Rate: $34.33

A workplace that prioritizes employee health, safety and wellbeing, including many learning and growth opportunities such as our staff mentorship program and three equity committees who help to support our goals towards achieving meaningful equity and inclusion. 

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