Childcare Coordinator

Duties and Responsibilities:

Licensing Requirements

• Develop a staffing schedule that maintains ratios and meets program needs, assist the staff in arranging for substitutes as needed

• Ensure the facility is maintained regularly, is clean and safe, that equipment is in good repair, and meets all relevant Childcare Licensing Regulations

• Maintain records per licensing requirements and ensure they are accurate and complete

• Report all accidents, injuries and illnesses to the Program Manager or delegate and record such incidents in the daily logbook and inform Licensing as required.

• Maintain confidentiality of all information related to the Centre’s children, their parents or guardians, and staff and ensure it is stored securely

• Ensure ongoing, accessible communication with families through email, phone, and in person

School Age Child Care (Knowledge of Childcare and Care Plans)

• Ensure annually that QVCC Parent Handbook is updated (released in April of each fiscal year) to reflect the changes in program policies, fees structures and other relevant information regarding the childcare funding streams that may impact parents’ fees.

• Working with staff teams, ensure programming is offered that supports the social, emotional, cognitive and physical needs of the children in our care.

• Ensuring that activities and program plans are attuned to the development needs of the children in the program

• Ensure the Childcare 1-1 Leaders who are responsible for children in our care with an identified disability, are evidenced by Clinicians Assessment.

• According to Licensing requirements, a completed Childcare Plan (within 3 months of start date) must be prepared and reviewed by Parent/Caregiver, and on file with the Assessment. Also, ensuring that Childcare 1-1 Leaders update the Care Plan each quarter or as necessary

Human Resources

• Ensure that there is an effective method for the daily sharing of service delivery information via sign in book or log

• Develop and maintain positive and effective relationships with families, staff, community partners and others accessing or impacted by our programs

• Ensure completion of annual professional development and encourage a learning environment for staff, attend conferences and workshops on appropriate topics and issues

• Conduct and record regular team meetings

• With the support of the Program Manager, participate in the recruitment, hiring and evaluation of front-line program staff

• Liaise with Payroll to support childcare staff with accurate and timely time sheet submissions and HR/Payroll related inquiries

Financial/Reporting Accountabilities

• Ensure the Ministry funding for CCOF, CCRFI and Affordable Child Care Benefit applications are completed monthly and annually as required based on funding agreements.

• Submit monthly invoices to (as necessary) to Vancouver Island Health Authority (VIHA) or Victoria Native Friendship Centre (VNFC) for Supported Child Development funding for 1 to 1 funding for QVCC Inclusion Workers supporting children in the program

• Ensure parents and guardians are aware of all available subsidies and fee reduction initiatives

• Attend to registration to maximize revenues as required, monitor waitlists

• Maintain the waitlists program, distribute registration packages, and ensure orientation of new families to the program, the facility and staff

• Oversee program expenditures such as staffing, groceries and program supplies within a prescribed budget and provide information to the Program Manager regarding the budgetary needs of the program in a timely manner

• Ensure expenses are submitted to the bookkeeper in a timely manner

• Prepare month end credit, expense, registration reports as required

• QVCC Quarterly Reports are completed

Additional Responsibilities

• Represent the program, and/or society at committees, official functions and local events, as needed.

• Assist with advertising and promoting the childcare program

• To be familiar with and implement the Downtown Blanshard Advisory Committee (DBAC)/Quadra Village Community Centre (QVCC) policies, procedures and practices 

• Attend regular Program Manager’s meetings

• Responding to general inquiries regarding DBAC/QVCC and sharing in the work of operating and maintaining a respectful, inclusive, functional and useful community centre.