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Assistant Program Coordinator At Topp Kids

Location: Calgary, Alberta

Job Description

1) Program Support/ Leadership

Be a brand ambassador- Face of the company to families and community
members. 

Work with Front Line Team to create stronger program. 
Attends Management Meetings once a month. 
Attends and wright’s minutes for team meetings minimum once a month. 
Fosters culture surrounding continuous communication and “Family-Run” feel

with staff. 

Accountable and takes pride in program and its operations and team. 
Leads the team as Supervisor in Program Coordinators Absence.

2) Auditing, Supervision, Safety & Cleaning

Supports team with Section Audits, advice and action plans weekly. 
Act as a support to any team member during the planning or execution of

their scheduled activity. 

Use the Administrative Calendar - complete Child, Staff, Medication, File &
Licensing audits when due. 

Preforms excellent execution of Every Face, Every Section, Every Time You
Walk the Floor. 

Preforms excellent execution of Active & Effective Supervision. 
Ensures all Safety and cleaning practices are being met. 
In charge of all physical files & emergency backpack 
In charge of programs equipment Repair and Maintenance

3) Every Family Leaves Happy

Talk to every Family! – builds respect and trust. 
Host all Parent Orientations and tours. 
Fosters culture surrounding continuous communication and “Family-Run” feel

with families and community members. 

Effectively communicates with parents any child difficulties, issues or account
discrepancies.


4) Growth & Accountability

Always innovating new ideas to better the program. 
Assists Program Coordinator with keeping the program at capacity numbers and

managing registrations. 

Continuing to train and further your education with Professional Development
Coordinator. 

Attends all mandatory workshops and meetings




5) Employer of Choice

Promotes the Early Childhood & Development industry as a
professional career NOT as a daycare or babysitter job! - a position to
take pride in! 

Catches team members “doing it right” and celebrates publicly. 
Fosters culture surrounding continuous fun and excitement in the

workplace. 

Helps Program Coordinator plan staff events for culture and moral building.

6) Licensing, Accreditation & Community Involvement

Accountable for maintaining licensing, brand and accreditation standards at
all times. 

Maintain current files (child/staff/ company/etc.) 
In charge of building/ maintaining current Accreditation documentation in

Standard binders, QEP, Quick-Look Binders and PAL website. 

Involve local businesses, associations, schools and community members to
participate in the program


7) Centre Quality & Maintenance

Consistently evaluates quality of program and its delivery to the families
(parents eye view)

Uses Program Performance Evaluation to ensure brand standards are
met. 

Keep staff, child and parent boards up to date 
Send newsletter updates to the Regional Manager monthly

8) TimeSavr, Registrations & Reporting

Ensures that program is operating a Capacity (full program) at all times. 
Keeps all files and systems (TimeSavr program) up to date and working. 
Registrations are managed weekly and families are contacted immediately

with updates as needed. 

Ensures that Timesavr registrations are completely filled out with pictures,
and receive both the welcome email as well as contact via phone call and
start dates/waitlist info, payments/info and confirmations. 

Ensures all payroll and month end procedures and reporting is done
correctly and on time. 

Ensures all deposits are submitted on time and reported properly to Fiscal
Manager. 

NSFs, Late Fees, Child Care Fees, etc. are recorded and reported properly
and collected immediately. 

All families at the program keep a $0.00 Account Balance.

MANAGEMENT PORTFOLIOS
MANAGEMENT STRUCTURE AND ACCOUNTABILITY GUIDELINES

Our passion is Chi ld Care . Our secret is people.
Page 34 of 47

Assistant Program Coordinator Job Responsibilities

As Needed:
• Coach and hold accountable front line staff on leadership tasks,

best practices and brand standards.
  • Assists program coordinator with any daily activities and

administration tasks.

  • Update Staff Certifications on Dropbox
  • Identify signs of emotional or developmental problems and

address as required

  • Catch team members doing it right and celebrate publicly
  • Address concerns immediately and establish open lines of

communication with parents, your team, principals and

Regional Manager- talk to everyone!

  • Executes consistent attention to atmosphere (music, activities,

aesthetics, and transitions)

  • Participates in and executes all new marketing and initiatives

with team members (Family Nights, Open Houses, Science

Fairs, Community involvement, etc.)

  • Address any Repair & Maintenance of equipment (fix it)
  • Parent/ Family Orientation walkthroughs
  • Maintain all files (staff, child, completed, and general files)


Daily Duties:
• Return Registration Phone Calls and Emails

  • Manage Portfolio
  • Set-up/ tear down equipment
  • Oversee daily program administrative operations and support

staff

  • Ensuring the quality of the program is maintained and

exceeded daily

  • Reads and initials Staff Communication Log Book, follows up on

any opportunities communicated from previous shifts

  • Oversee completions of Safety and Daily Checklists
  • Delegates and follows up with all Cleaning duties performed by

all team members.

Weekly Duties:
• Reviews Operations Audits with

Program Coordinator Friday (5-6pm)

  • Follows up with all portfolios section audits,

productively coaches them to execute at an

excellent level Thursday (5-6pm)

  • Maintain Registrations, Wait List & all

Files Tuesday, Thursday

  • Ensures that Timesavr registrations are
completely filled out, all receive both the
welcome email as well as contact via
phone call with start dates/waitlist info,
payments/info and confirmations. Tuesday, Wednesday, Friday
  • Work on Accreditation updates/process Monday

Monthly Duties:

  • Prepare and attend Assistant Director

Meetings Third Tuesday Every Month

  • Completes and submits Month End

Accreditation Report First Monday Every Month

  • Maintains the Accreditation Quick-look

Book and QEP

  • Helps complete and submit Bi-Weekly

Payroll Report (see payroll Calendar

for schedule Thursday before 12:00 pm

  • Communicate all NSF, Subsidy, Late

Fees and Child Care fees to Financial

Manager and families Third Monday Every Month

  • Collect all NSF, Subsidy, Late Fees and

Child Care fees from families Due Third Friday Every Month

  • Print Schools Newsletter & Calendar 5th of the Month
  • Send info and Picture for Newsletter 20th of the Month
  • Update Parent & Staff Resource Board 25th of the Month

Yearly Duties

  • Complete in house licensing Audits ) (minimum x3 per year)
  • Help Plan and execute family/ community

events (Mandatory: Christmas Party, Open House/
showcase, Family Night) (minimum x3 per year)

  • Audit Staff and Child files on TimeSavr November, February, May
  • Plans & promotes Spring Break (sign-up
sheets, field trip forms, marketing, fee collection) March/ April
  • Equipment & Furniture Audit December
  • Completes following years’ attendance

list & contacts and all families to confirm

  • must not be email or voicemail.

MANAGEMENT PORTFOLIOS
MANAGEMENT STRUCTURE AND ACCOUNTABILITY GUIDELINES

Our passion is Chi ld Care . Our secret is people.
Page 35 of 47

ASSISTANT PROGRAM COORDINATOR PORTFOLIO
PASSWORD LOG FAMILY ORIENTATION CHECKLIST CLEANING AUDIT

COMPANY CONTACT SHEET MONTHLY AUDIT TRACKER LICENSING AUDIT
MANAGEMENT STRUCTURE &

ACCOUNTABILITY BOOKLET
CHILD FILE AUDIT MONTHLY QEP SHEET

THE PORTFOLIO SYSTEM STAFF FILE AUDIT EMPLOYEE EVALUATION

JOB DESCRIPTION / RESPONSIBILITIES /
WEEKLY SCHEDULE

MEDICATIONS/ILLNESS AUDIT
PROGRAM PERFORMANCE

EVALUATION

DAILY OUTLINE FILE SYSTEM AUDIT


Weekly Schedule
(based on average week, schedule may change due to school times, shifts, PD Days or Spring Break)

DAY OF THE
WEEK

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

M
O

R
N

IN
G

Set up /Sanitation
(6:45 am – 7:00 am)

Set up /Sanitation
(6:45 am – 7:00 am)

Set up /Sanitation
(6:45 am – 7:00 am)

Set up /Sanitation
(6:45 am – 7:00 am)

Set up /Sanitation
(6:45 am – 7:00 am)

Ratio
&

Staff Support
Ratio

(7:00 am – Bell))

Ratio
&

Staff Support
Ratio

(7:00 am – Bell)

Ratio
&

Staff Support
Ratio

(7:00 am – Bell)

Ratio
&

Staff Support
Ratio

(7:00 am – Bell)

Ratio
&

Staff Support
Ratio

(7:00 am – Bell)

Accreditation
1-2 hours

Registrations
&

Office Time
1-2 hours

Payroll &
Administrative

Duties
1-2 hours

Meetings,
Registrations

&
Office Time
1-2 hours

BREAK

BREAK

Staff Meeting

Set up /Sanitation
(until – Bell)

Ratio
&

Staff Support
Ratio

(Bell - 5:00 pm)

A
FT

ER
N

O
O

N
Staff Meeting Staff Meeting Staff Meeting Staff Meeting

Set up /Sanitation
(until – Bell)

Set up /Sanitation
(until – Bell)

Set up /Sanitation
(until – Bell)

Set up /Sanitation
(until – Bell)

Ratio
&

Staff Support
Ratio

(Bell - 5:00 pm)

Ratio
&

Staff Support
Ratio

(Bell - 5:00 pm)

Ratio
&

Staff Support
Ratio

(Bell - 5:00 pm)

Ratio
&

Staff Support
Ratio

(Bell - 5:00 pm)

Cleaning Schedule Audit Day
Weekly Portfolio

Review
(5:00 pm- 6:00 pm)

6 hours per day/ Maximum 32 hours per week!

WAGE SCALE

Job Title Wage
(Without Wage Top-Up)

With Wage Top-Up
(must have valid ECE certificate)

Pre-Accredited Program

With Wage Top-Up
(must have valid ECE certificate)

Accredited Program
Accreditation Code

Assistant Program
Coordinator $15.00 - $17.50

$16.44 - $21.92
(based on all Direct Child Care Hours and all

Indirect Child Care Hours/ Month)
$17.14 – $24.12

((based on all Direct Child Care Hours and all
Indirect Child Care Hours/ Month)

10