There’s a big difference between having “enough people” and having the right structure.
At Tandem, we’ve worked with centers of all sizes — from one-room programs to multi-site franchises — and one thing is clear: strong centers function well not because they have more staff, but because their teams are structured with intention.
Here are five roles we believe every center should have covered — even if they’re filled by the same person.
This person makes sure classrooms stay in ratio at all times. They know who’s in, who’s out, and where flex support is needed. In larger centers, this might be a floater or an assistant director. In smaller ones, it’s often the director themselves — checking the numbers and shifting people where needed.
Families need to feel informed and connected. Whether it’s greeting at the door, following up on questions, or communicating staffing changes, this person sets the tone for trust. When no one owns this, families often feel left out — even if your care is top-notch.
Every center needs someone watching out for the team. This role checks in on morale, helps cover breaks, and jumps in before burnout sets in. It doesn’t have to be HR — it just has to be someone who’s paying attention.
Schedules, forms, compliance, and coverage — this is the logistics mind that keeps everything humming. Without this role clearly defined, it’s easy to fall behind on admin tasks that eventually turn into licensing issues or preventable stress.
Whether it’s preparing to enroll new families or onboarding staff, this person is thinking about what’s next. When every role is reactive, there’s no space for strategic thinking — and no way to grow sustainably.
You don’t need five separate people to fill these roles. Many directors wear multiple hats — and that’s okay. The point is to define these responsibilities so they’re not falling through the cracks.
And if you’re working with Tandem, remember: many of these needs can be supported with flexible staffing. A reliable sub can be your backup floater. Your operations lead can lean on automation. You don’t have to do it all alone.
Like Cliff Notes, but for child care: