Operations Assistant (Part-Time, Remote)

Help keep classrooms open by coordinating substitutes, supporting recruiting, and managing daily operations — all in a flexible, remote role.

About ECE Substitutes

ECE Substitutes is a staffing and recruiting agency dedicated exclusively to early childhood education. We partner with childcare centers, preschools, Head Start programs, and early learning organizations to provide reliable, qualified substitute teachers so classrooms remain open and children continue to thrive.

Position Summary

The Operations & Growth Assistant is a part-time role supporting the core day-to-day functions of ECE Substitutes, including lead support, recruiting coordination, and substitute placement. This position plays a key role in ensuring candidates move smoothly from application to onboarding, and that centers receive consistent, timely coverage.

This role is ideal for someone who is highly organized, comfortable working independently, and enjoys supporting both people and systems.

Key Responsibilities

Lead & Growth Support

• Build and maintain lead lists for childcare centers and directors
• Enter and update leads in tracking systems
• Send approved outreach and follow-up emails
• Track responses and update lead status
• Support scheduling of discovery calls as needed

Recruiting & Onboarding Support

• Post and refresh job ads on assigned platforms
• Review applications and identify qualified candidates
• Assist with onboarding packets and track completion
• Initiate reference checks and verify documentation
• Maintain an accurate “Ready-to-Work” substitute roster

Substitute Placement & Coordination

• Review daily and weekly coverage requests
• Match substitutes to open shifts based on availability and qualifications
• Send assignment confirmations and details to substitutes
• Monitor call-outs, attendance, and schedule changes
• Communicate with substitutes and centers regarding coverage needs
• Keep schedules, availability boards, and records up to date

Qualifications

• Strong organizational and follow-through skills
• Professional written and verbal communication
• Comfortable using email, Microsoft Products, and basic scheduling tools
• Ability to manage multiple priorities independently
• Experience in administrative support, recruiting, staffing, or education preferred
• Early childhood or staffing experience is a plus, but not required

What Success Looks Like

• Leads, candidates, and substitutes are tracked accurately
• Substitutes are fully cleared before placement
• Coverage requests are handled efficiently and professionally
• Consistent communication with substitutes and centers
• Weekly updates are completed on time

Why Join ECE Substitutes

• Flexible, remote part-time schedule
• Meaningful work supporting early childhood education
• Opportunity to grow with a mission-driven organization
• Clear processes, training, and support provided