Administrative Coordinator

About the Cooperative Nursery School

The Cooperative Nursery School (“CNS”) is a nonprofit, parent-owned and operated preschool founded in 1967. CNS is licensed by the Commonwealth of Pennsylvania as a Private Academic Nursery School, serving approximately 38 children from 3 to 5 years of age. 

The school is located in the Mount Airy/Germantown section of Northwest Philadelphia, in a stone cottage on the green grounds of the Unitarian Society of Germantown. Educationally, the school functions under the leadership of a Director/Lead Teacher and a Lead Teacher, both certified in Early Childhood Education; two Assistant Teachers; an Administrative Coordinator; and a team of parents co-oping daily. Children’s schedules are flexible, and enrollment varies from day to day. 

According to each child’s needs, CNS nurtures social, emotional, intellectual, and physical development. We embrace a play-based, emergent curriculum integrated with elements of the Reggio Emilia approach. Children are encouraged to expand their curiosity, explore their interests, deepen their understanding of their world, and learn to care for one another.  

Position: Administrative Coordinator

The Administrative Coordinator oversees and coordinates the day-to-day administrative operations of the Cooperative Nursery School. This position works closely with the teaching staff, Board of Directors, parent job-holders, co-oping families, and outside partners to ensure that the school operates smoothly and that families receive clear, timely, and accurate information. The Administrative Coordinator reports to the school’s Lead Teacher/Director and works collaboratively with the Board Chair and Parent Chair. 

Schedule 

This is a part-time, year-round position. During the school year, the Administrative Coordinator works approximately 25 hours per week, generally Monday through Friday, with regular on-site hours while school is in session. Summer hours are reduced and scheduled as needed to support enrollment, family onboarding, licensing and compliance, school-year preparation, and other administrative responsibilities. The position also requires occasional evening hours for Board meetings, parent meetings, orientation, school events, and other school business. Some flexibility in scheduling is expected based on the needs of the school and the time of year. 

Compensation 

$16-22 per hour, depending on experience. Our staff is too small to be able to offer a full benefit package, but a QHSRA is available for medical expense reimbursement. 

Responsibilities 

Responsibilities include, but are not limited to: 

School Administration, Admissions, Family Communication & Records 

• Responsible for the school’s day-to-day administrative operations and maintaining systems that support staff, families, and the Board and communication with prospective families.

• Maintain the family portal (Jovial), school records, calendars, forms, directories, email groups, and other administrative systems. 

• Maintain organized and confidential student, family, personnel, financial, and school records. 

• Administer the admissions and enrollment process from initial inquiry through enrollment. 

• Maintain applicant, enrollment, and waitlist records. 

• Track required student health, emergency, release, immunization, and other enrollment documentation.

• Track required clearances, training, and documentation for family members who co-op in the classroom. 

• Maintain records in accordance with school policies, licensing requirements, and applicable law. 

• Act as support to teachers as needed. 

• Be able to provide training to families and present information effectively. 

Tuition & Financial Administration 

• Administer tuition billing and family accounts in coordination with the Banking Treasurer. 

• Track payments, fees, deposits, account balances, and payment arrangements. 

• Communicate with families regarding tuition, outstanding balances, and billing questions. 

• Maintain tuition schedules and enrollment-related financial records. 

Licensing, Compliance & Safety 

• Maintain records and documentation required for operation as a Pennsylvania Private Academic Nursery School, document necessary safety protocols and drills.

• Ensure that required staff and volunteer clearances, trainings, certifications, and records remain current. 

• Work with teaching staff and the Board to implement administrative portions of health, safety, and emergency procedures. 

Cooperative Program, Board Support & Outside Relationships 

• Work with the Parent Chair and Scheduler to support the school’s parent cooperative program. 

• Maintain records related to co-op participation and parent responsibilities. 

• Assist parent job-holders with administrative information, purchasing, communications, and access to school systems. 

• Provide administrative continuity as Board members and parent job-holders change from year to year. 

• Attend Board meetings; provide information, records, reports, and administrative support to the Board. 

• Serve as an administrative liaison between CNS and the Unitarian Society of Germantown regarding facilities, scheduling, maintenance, and shared-space matters. 

• Coordinate communication with contractors, vendors, service providers, and other partners as needed. 

Qualifications 

The successful candidate will be highly organized, dependable, communicative, and comfortable managing many different responsibilities in a small, collaborative school environment. 

Preferred qualifications include: 

• Experience in school administration, nonprofit administration, early childhood education, office management, or a related setting. 

• Excellent written and verbal communication skills. 

• Strong organizational skills and attention to detail. 

• Ability to work independently, establish priorities, manage deadlines, and complete projects.

• Sound judgment and discretion when handling confidential or sensitive information. 

• Ability to work collaboratively with teachers, families, volunteers, board members, and outside organizations. 

• Strong computer and technology skills 

• Experience with billing, enrollment systems, recordkeeping, or regulatory compliance is a plus.

• Familiarity with cooperative schools or nonprofit organizations is a plus. 

A degree or certification in early childhood education is not required, although experience working in an early childhood or school setting is welcomed. All candidates will be required to submit PA Child Abuse History Clearance Results (PA Act 33), PA Criminal History Report (PATCH) (PA Act 34), and Fingerprinting Results (PA Act 114). 

To Apply 

Please submit a resume and cover letter describing your relevant experience and interest in working with Cooperative Nursery School to boardchair@cooperativenurseryschool.com  

Applications will be accepted through September 13, 2026. 

Cooperative Nursery School is an Equal Opportunity Employer. We value a diverse school community and encourage applicants of all backgrounds and identities to apply.