Early Learning Staffing Specialist

Position Summary

The Whatcom Family YMCA is seeking an organized, collaborative, and people-focused Early Learning Staffing Specialist to support our high-quality Early Learning programs. As part of the YMCA team, you will play a key role in recruiting, hiring, onboarding, and supporting staff across multiple Early Learning locations.

This position works closely with program leadership to ensure programs are appropriately staffed, employee certifications remain current, and staff scheduling needs are met. The ideal candidate is detail-oriented, skilled at building relationships, and passionate about supporting a positive workplace culture that helps children, families, and staff thrive.

Because this role supports daily staffing operations, the Early Learning Staffing Specialist must be available during early morning hours to respond to employee call-outs and coordinate staffing coverage. Occasional split shifts may be required to meet program and staffing needs.

Essential Responsibilities

Recruitment & Hiring

• Manage the recruitment process for Early Learning positions, including reviewing applications, conducting initial candidate screenings, scheduling interviews, and communicating with applicants.
• Maintain accurate applicant tracking records and support onboarding activities for new employees.
• Represent the YMCA and Early Learning programs at job fairs, recruitment events, and community outreach opportunities.
• Partner with Human Resources and Early Learning leadership to support effective hiring practices.

Staffing & Scheduling

• Coordinate substitute and on-call staff placement to meet program staffing requirements.
• Respond to early morning staffing needs, including employee call-outs, and arrange coverage to maintain required staff-to-child ratios.
• Adjust staffing schedules in collaboration with program leadership to ensure adequate coverage across locations.
• Supervise and support the Early Learning Substitute Pool.
• Assist with staffing plans and provide recommendations to address staffing challenges.
• Maintain flexibility in scheduling, including occasional split shifts, to support operational needs.

Employee Support & Compliance

• Track and manage employee time-off requests, ensuring policies and procedures are followed and documented appropriately.
• Monitor required employee certifications and ensure compliance with Washington State DCYF regulations and YMCA standards.
• Provide comprehensive orientation and training on program policies and procedures for new employees.
• Assist with onboarding process improvements and staff support initiatives.

Program Support

• Serve as a backup to the Assistant Center Director as needed.
• Participate in family engagement events and program activities as assigned.
• Provide staffing reports, updates, and recommendations to leadership.

Why Join the YMCA?

At the YMCA, you'll be part of a mission-driven organization committed to strengthening our community through youth development, healthy living, and social responsibility. Every day, our staff make a meaningful impact on the lives of children, families, and community members.

Our Commitment to Equity

Everything we do at the YMCA is based on the belief that everyone deserves the opportunity to reach their full potential, regardless of race, ethnicity, gender, sexual orientation or identity, age, ability, religion, socioeconomic status, or any other aspect of their identity.

Our work focuses on removing barriers to access, reducing health disparities, supporting educational success, strengthening working families, and developing the next generation of community leaders. We are committed to creating an inclusive workplace where all employees feel welcomed, valued, and empowered to contribute.

QUALIFICATIONS:

1. Must be at least 21 years of age.
2. Minimum three years related experience working in a licensed childcare center. 
3. Two or more years of experience in administration or management, including experience recruiting, hiring, and onboarding employees. Prior supervisory experience preferred.
4. Must comply with current DCYF requirements. 
5. Requires written proof of education.  Other applicable education, training, and experience, which demonstrate the knowledge, abilities and skills necessary to perform effectively in the position may be considered.
6. Ability to manage multiple projects, deadlines, and teams effectively.
7. Ability to work early morning hours and maintain flexibility in scheduling to address staffing needs.
8. Ability to work occasional split shifts as required to support program operations and ensure adequate staffing coverage.
9. Passionate about serving youth and families, with a commitment to the YMCA mission.
10. An understanding of positive youth development principles and experience in child care or recreation program implementation.
11. Strong communication skills with youth and adults is essential.
12. Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
13. Commitment to inclusion and compliance with the Americans with Disabilities Act (ADA).
14. Within 30 days of hire include completion of: CPR; First Aid; AED; Bloodborne Pathogens; Washington State Food Handling Permit; TB Test; DCYF Safe Sleep Training; all other required DCYF Training Modules.
15. Fulfillment of state-specific hiring standards (if any) and completion of YMCA program specific certifications (list).
16. 30 Hour STARS Basic Training; exemption or completion
17. Basic computer knowledge including but not limited to Microsoft programs, Google, etc. 

WORK ENVIRONMENT & PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• The employee frequently is required to sit and reach, and must be able to move around the work environment.
• The employee must occasionally lift and/or move up to 20 pounds.
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
• The noise level in the work environment is usually moderate.