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 0�5 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: $65,000�$80,000 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 jobs@includedsd.org.

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.