Administrative Coordinator

Includ(Ed) San Diego CA (Pacific Beach and Point Loma - 2 Campuses)
Full-Time On-Site at both campuses

About Includ(Ed)

Includ(Ed) is a nonprofit inclusive preschool and early childhood program serving children of all abilities. Our classrooms bring together education therapy and community so that every child can learn grow and belong. We serve children ages 05 through our center-based preschool and early intervention programs across San Diego County and are soon to launch our TK/Kinder in Point Loma!

Position Overview

We are seeking a highly organized detail-oriented Administrative Coordinator to support the day-to-day operations and management of our school and programs. This is a hands-on execution-focused role responsible for keeping systems running smoothly behind the scenes.

The Administrative Coordinator plays a critical role in supporting families staff and leadership through strong organization clear communication and consistent follow-through. This role is ideal for someone who enjoys managing logistics completing tasks efficiently and bringing order to busy environments.

Key Responsibilities

School & Program Administration

• Maintain student records enrollment files and required documentation
• Track attendance enrollment and waitlists
• Support onboarding of new families including paperwork and systems setup
• Ensure compliance files are organized and up to date

Family Communication

• Serve as a point of contact for families regarding scheduling forms and logistics
• Manage incoming emails forms and general inquiries
• Support newsletters reminders and program communications
• Help create a welcoming and organized experience for families

Billing & Financial Support

• Support tuition invoicing and payment tracking
• Maintain accurate billing records and follow up on outstanding balances
• Coordinate with bookkeeping support as needed
• Clinical Billing Support
• Coordinate bill pay with Includ(Ed)s vendors

Executive Board & Administrative Support

• Provide administrative support to the Executive Director and School Director
• Set up and maintain the board portal including meeting agendas minutes and board roster
• Prepare board meeting packets and coordinate logistics on a bi-monthly basis
• Prepare materials for meetings with donors as needed
• Attend meetings take clear notes and capture next steps and action items
• Track and follow up on projects tasks and timelines ensuring staff board members and consultants are reminded of upcoming deadlines

Events & Fundraising

• Coordinate logistics for school events family gatherings and fundraisers
• Manage RSVPs materials and event preparation
• Support day-of event execution
• Manage donor database / CRM
• Send donor receipts and thank yous

Systems & Organization

• Maintain organized digital files spreadsheets and tracking systems
• Create and improve administrative systems and processes over time
• Ensure accuracy and consistency across all records and communications

Qualifications

• 2 years of administrative office or program coordination experience
• Strong organizational skills and attention to detail
• Clear and professional written communication
• Comfortable managing multiple tasks and deadlines
• Proficiency with Google Workspace (Mail Calendar Docs Sheets Drive Forms)
• Experience in a school childcare or nonprofit setting is a plus

Ideal Candidate

• Highly organized and detail-oriented
• Enjoys managing logistics systems and checklists
• Strong follow-through and reliability
• Warm and professional in communication
• Comfortable in a fast-paced hands-on environment
• Takes initiative and ownership of tasks

Compensation

Salary range: $65000$80000 annually nonexempt depending on experience

To Apply

Please submit your resume and a personally-written cover letter about your interest in the role and experience to

This role is best suited for someone who enjoys administrative work organization and task completion and is excited to support a growing school environment through strong systems and attention to detail.