Compliance & Administrative Assistant, Childcare Team

YMCA
Salary
$55,000.00
$60,000.00
How to Apply
Apply Online
Resumes Accepted Until
The Dallas YMCA is currently seeking a Compliance & Administrative Assistant for our Childcare Team. 
Job Description

The YMCA of Metropolitan Dallas is hiring a Compliance & Administrative Assistant to support the day-to-day work of our Childcare Operations. This role is mission-critical, combining high-level administrative support with compliance coordination across our School Aged Services and Preschool programs.

The ideal candidate thrives in a fast-paced, evolving environment, can navigate ambiguity with poise, and remains composed under pressure. This is not just an administrative role—it’s a central force behind the success, compliance, and continuity of our childcare operations.

Qualifications
  • Proven ability to navigate ambiguity, remain calm and focused under pressure, shifting priorities and solving problems in real time.
  • Exceptional attention to detail, organization, and follow-through.
  • High emotional intelligence with the ability to maintain confidentiality and exercise sound judgment.
  • Strong communication skills—both written and verbal.
  • Expertise in Microsoft Office (Word, Excel, Outlook, Teams); adaptable to learning new platforms.
  • Ability to work independently, while keeping leadership and colleagues well-informed.
Essential Functions

Executive-Level Support

  • Serve as a trusted partner to VP and Executive Director by managing calendars, generating reports, drafting communications, and handling sensitive documentation with discretion.
  • Anticipate administrative needs and ensure leaders are well-prepared for meetings, deadlines, and compliance milestones.
  • Maintain smooth information flow and operational visibility across internal teams and external partners.
    Compliance & Licensing Oversight.
  • Manage all aspects of state licensing: initial site applications, renewals, director documentation, and deficiency resolution.

Maintain accurate and audit-ready compliance records including:

  • Fingerprint and background check logs
  • Director certifications and training compliance
  • Inspection results and technical assistance follow-ups
  • Serve as liaison to state licensors and assist with documentation requests and scheduled reviews.
  • Operational Coordination

Lead logistics for field trips and bussing, including:

  • Weekly schedule preparation and distribution to senior staff
  • Collection of feedback and final updates prior to each camper week
  • Coordinate field trip binders, badge printing, and staff credentialing processes.
  • Manage vendor communications, order supplies (e.g., Sam’s Club), and coordinate volunteer documentation via systems like Volunteer Matters.

Financial & Administrative Support

  • Track and reconcile credit card expenses, mileage logs, and more for VP and Executive Director.
  • Event Coordination Logistics such as: arrange catering, pay vendors, solicit donations and more.
  • Support contract renewals, MOUs, and other internal documentation workflows.
  • Coordinate and execute internal recognition initiatives and donor stewardship and ensure timely reporting on key administrative data.