Assistant Director of Administration & Compliance

Reports To: Director/Owner

Position Summary

The Assistant Director of Administration & Compliance serves as the organizational backbone of Ark Academy, ensuring that administrative systems, regulatory compliance, and daily operations are executed with excellence. This leader is responsible for maintaining the policies, documentation, communication, and organizational processes that allow the center to operate efficiently while supporting children, families, and staff.

This position partners closely with the Director and Assistant Director of Operations to uphold Ark Academy's mission, vision, and values. The Assistant Director of Administration & Compliance leads through organization, accountability, professionalism, and servant leadership while fostering a culture of excellence and continuous improvement.

Essential Responsibilities

Administrative Leadership

• Maintain organized administrative systems and operational records.
• Develop, review, and update center policies, procedures, and forms.
• Maintain confidential personnel, enrollment, and family records.
• Coordinate employee onboarding and administrative orientation.
• Assist with payroll preparation, timekeeping verification, and employee documentation.
• Manage enrollment records, billing documentation, and required family paperwork.
• Maintain center calendars, administrative deadlines, and organizational systems.

Licensing & Compliance

• Ensure the center remains in compliance with all state licensing regulations and organizational policies.
• Monitor and maintain staff qualifications, CPR certifications, SDSU training, background screenings, and required documentation.
• Prepare for licensing visits, inspections, audits, and quality improvement reviews.
• Maintain compliance files and documentation for children, families, and employees.
• Assist in developing, implementing, and monitoring corrective action plans when necessary.
• Promote a culture where compliance is viewed as an opportunity to provide safe, high-quality care rather than simply meeting requirements.

Human Resources Support

• Assist with recruitment, interviewing, hiring, onboarding, and employee record management.
• Monitor employee evaluations, training requirements, and professional development.
• Maintain personnel files in accordance with licensing and employment regulations.
• Assist leadership with employee documentation, coaching, disciplinary processes, and performance improvement plans.
• Promote professionalism, accountability, and confidentiality throughout the organization.

Communication & Family Relations

• Coordinate professional communication with families and staff.
• Prepare newsletters, announcements, policy updates, and center communications.
• Assist prospective families through the enrollment process.
• Help ensure exceptional customer service and a welcoming experience for every family entering Ark Academy.
• Support marketing efforts and community outreach initiatives as assigned.

Organizational Operations

• Assist with staffing schedules and classroom assignments.
• Monitor classroom ratios and enrollment capacities.
• Coordinate meetings, interviews, trainings, and administrative events.
• Develop systems that improve efficiency, organization, and consistency across the center.
• Identify opportunities to streamline processes and improve the overall operation of Ark Academy.

Leadership Responsibilities

• Model Christ-centered servant leadership in every interaction.
• Support and encourage staff while maintaining high expectations and accountability.
• Partner with the Director and Assistant Director of Operations to accomplish strategic goals.
• Protect the mission, culture, and reputation of Ark Academy.
• Maintain strict confidentiality regarding children, families, employees, and business operations.
• Lead with integrity, humility, professionalism, and excellence.

Qualifications

• Previous administrative or leadership experience, preferably in an early childhood setting.
• Working knowledge of South Dakota childcare licensing regulations is preferred.
• Strong organizational, communication, and time-management skills.
• Ability to prioritize multiple responsibilities in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.
• Proficiency with Microsoft Office, Google Workspace, Playground, and other administrative software.
• Demonstrates a personal commitment to Ark Academy's Christian mission and values.

Core Competencies

• Organization & Planning
• Regulatory Compliance
• Leadership
• Communication
• Problem Solving
• Time Management
• Confidentiality
• Attention to Detail
• Relationship Building
• Initiative
• Adaptability
• Continuous Improvement
• Servant Leadership

Success in This Role

A successful Assistant Director of Administration & Compliance creates systems that allow Ark Academy to thrive. They anticipate needs before problems arise, maintain excellence in compliance and organization, communicate with professionalism, support staff and families with compassion, and help ensure the center consistently operates with integrity, safety, and excellence. Through strong administrative leadership and unwavering attention to detail, this individual helps create an environment where children flourish, families feel confident, and staff are empowered to succeed.