Compliance & Administrative Assistant, Childcare Team

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.

• 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.

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.