Enrollment & Operations Manager
Windmill School Inc
Portola Valley, CA 94028$65,000 - $80,000 a yearFull Time
Job Description
*Enrollment & Operations Manager*
*Windmill School & Laurel Education Center* *Full-Time, Exempt* *Reports to:* Executive Director
*About Windmill School*
Windmill School is a play-based, developmentally appropriate early childhood program grounded in curiosity, connection, and community. We value thoughtful systems, strong relationships, and collaboration in support of children, families, and educators. Laurel Education Center extends this mission through community programming and enrichment.
*Position Overview*
The Enrollment & Operations Manager plays a key role in ensuring the smooth and effective day-to-day functioning of Windmill School and Laurel Education Center. This position oversees admissions and enrollment systems, tuition and billing processes, administrative operations, facilities coordination, and serves as a lead organizer for school and community events in close collaboration with the administration team.
Working closely with the Executive Director, Board Treasurer, school leadership, and external partners, the Enrollment & Operations Manager brings structure, organization, and consistency to complex systems while also nurturing strong relationships with families and the broader community. This role is ideal for someone who enjoys both behind-the-scenes operations and visible community engagement.
*Key Responsibilities*
*Admissions & Enrollment*
* Manage all administrative aspects of preschool admissions and enrollment
* Create and maintain enrollment forms and processes
* Process applications and manage enrollment data through Procare
* Set up students in programs, rooms, and tags post-enrollment
* Maintain accurate student records and ensure compliance with documentation requirements
* Serve as a primary point of contact for prospective and enrolled families
*Tuition, Billing & Financial Operations*
* Manage tuition billing, invoicing, and payment processing through Procare
* Facilitate family refunds as needed
* Prepare FSA and tax donation receipts
* Oversee reimbursement requests from staff and families
* Manage vendor payments related to facilities, enrichment, and school operations
* Ensure expenses are accurately coded in QuickBooks
* Collaborate with the Executive Director, Board Treasurer and accounting firm (CLA) on budgets, bookkeeping, payroll, and reporting
*Administrative Systems & Compliance*
* Maintain school records, licensing documentation, and compliance requirements
* Interface with CDPH/CAIR immunization program
* Support HR with licensing and compliance paperwork via DocuSign
* Keep administrative procedures and manuals current
*Facilities & Operations*
* Coordinate day-to-day facilities operations with contracted service providers; maintain records, W9, Insurance, for each vendor in Bill.com
* Manage vendor relationships for maintenance, landscaping, and cleaning
* Support planning and execution of repairs, maintenance, and facility improvement projects
* Maintain emergency operations systems and supplies
* Coordinate required testing, certifications, and drills
* Interface with regulatory agencies as needed
*Events & Community Relations*
* Manage logistics for school-wide events such as Open Houses, Family Picnics, Book Fairs, and community gatherings
* Serve as a support for families and community partners related to events and engagement
* Support and oversee enrollment and logistics for K–8 enrichment and afterschool programs
* Manage community use of Karen Tate Community Hall, including scheduling, agreements, and coordination with outside groups
* Support clear, timely communication between the school and families related to events and community activities
*Who You Are*
You are highly organized, dependable, and detail-oriented, with the ability to manage multiple priorities while remaining calm and responsive. You enjoy building systems while also being cheerful, present and engaged in the life of the school community.
You are a strong communicator who values relationships and understands the importance of thoughtful event planning and family engagement. Comfortable working with financial systems and operational details, you bring a solutions-oriented mindset, flexibility, and care to your work. You are mission-aligned and energized by supporting children, families, and educators through both structure and connection.
*Qualifications*
* Bachelor’s degree required; advanced degree preferred
* Quickbooks knowledge required
* Knowledge of basic financial operations required
* Experience in operations, admissions, event planning, or administration in a school or nonprofit setting
* Strong organizational, communication, and relationship-building skills
* Comfort working with budgets, billing systems, and financial reporting
* Experience with school management systems preferred
*Compensation & Benefits*
Salary range: $65,000–$80,000, commensurate with experience. Medical benefits included
*How to Apply*
Please submit a resume and cover letter to [email protected]. Applications will be reviewed on a rolling basis.
Job Type: Full-time
Pay: $65,000.00 - $80,000.00 per year
Benefits:
* Dental insurance
* Health insurance
* Health savings account
* Paid time off
* Professional development assistance
* Retirement plan
* Tuition reimbursement
* Vision insurance
Work Location: In person
*Windmill School & Laurel Education Center* *Full-Time, Exempt* *Reports to:* Executive Director
*About Windmill School*
Windmill School is a play-based, developmentally appropriate early childhood program grounded in curiosity, connection, and community. We value thoughtful systems, strong relationships, and collaboration in support of children, families, and educators. Laurel Education Center extends this mission through community programming and enrichment.
*Position Overview*
The Enrollment & Operations Manager plays a key role in ensuring the smooth and effective day-to-day functioning of Windmill School and Laurel Education Center. This position oversees admissions and enrollment systems, tuition and billing processes, administrative operations, facilities coordination, and serves as a lead organizer for school and community events in close collaboration with the administration team.
Working closely with the Executive Director, Board Treasurer, school leadership, and external partners, the Enrollment & Operations Manager brings structure, organization, and consistency to complex systems while also nurturing strong relationships with families and the broader community. This role is ideal for someone who enjoys both behind-the-scenes operations and visible community engagement.
*Key Responsibilities*
*Admissions & Enrollment*
* Manage all administrative aspects of preschool admissions and enrollment
* Create and maintain enrollment forms and processes
* Process applications and manage enrollment data through Procare
* Set up students in programs, rooms, and tags post-enrollment
* Maintain accurate student records and ensure compliance with documentation requirements
* Serve as a primary point of contact for prospective and enrolled families
*Tuition, Billing & Financial Operations*
* Manage tuition billing, invoicing, and payment processing through Procare
* Facilitate family refunds as needed
* Prepare FSA and tax donation receipts
* Oversee reimbursement requests from staff and families
* Manage vendor payments related to facilities, enrichment, and school operations
* Ensure expenses are accurately coded in QuickBooks
* Collaborate with the Executive Director, Board Treasurer and accounting firm (CLA) on budgets, bookkeeping, payroll, and reporting
*Administrative Systems & Compliance*
* Maintain school records, licensing documentation, and compliance requirements
* Interface with CDPH/CAIR immunization program
* Support HR with licensing and compliance paperwork via DocuSign
* Keep administrative procedures and manuals current
*Facilities & Operations*
* Coordinate day-to-day facilities operations with contracted service providers; maintain records, W9, Insurance, for each vendor in Bill.com
* Manage vendor relationships for maintenance, landscaping, and cleaning
* Support planning and execution of repairs, maintenance, and facility improvement projects
* Maintain emergency operations systems and supplies
* Coordinate required testing, certifications, and drills
* Interface with regulatory agencies as needed
*Events & Community Relations*
* Manage logistics for school-wide events such as Open Houses, Family Picnics, Book Fairs, and community gatherings
* Serve as a support for families and community partners related to events and engagement
* Support and oversee enrollment and logistics for K–8 enrichment and afterschool programs
* Manage community use of Karen Tate Community Hall, including scheduling, agreements, and coordination with outside groups
* Support clear, timely communication between the school and families related to events and community activities
*Who You Are*
You are highly organized, dependable, and detail-oriented, with the ability to manage multiple priorities while remaining calm and responsive. You enjoy building systems while also being cheerful, present and engaged in the life of the school community.
You are a strong communicator who values relationships and understands the importance of thoughtful event planning and family engagement. Comfortable working with financial systems and operational details, you bring a solutions-oriented mindset, flexibility, and care to your work. You are mission-aligned and energized by supporting children, families, and educators through both structure and connection.
*Qualifications*
* Bachelor’s degree required; advanced degree preferred
* Quickbooks knowledge required
* Knowledge of basic financial operations required
* Experience in operations, admissions, event planning, or administration in a school or nonprofit setting
* Strong organizational, communication, and relationship-building skills
* Comfort working with budgets, billing systems, and financial reporting
* Experience with school management systems preferred
*Compensation & Benefits*
Salary range: $65,000–$80,000, commensurate with experience. Medical benefits included
*How to Apply*
Please submit a resume and cover letter to [email protected]. Applications will be reviewed on a rolling basis.
Job Type: Full-time
Pay: $65,000.00 - $80,000.00 per year
Benefits:
* Dental insurance
* Health insurance
* Health savings account
* Paid time off
* Professional development assistance
* Retirement plan
* Tuition reimbursement
* Vision insurance
Work Location: In person