Executive Assistant

Assist with the administration of the educational component of all Early Childhood programs.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Assist with ensuring adequate classroom coverage in compliance with licensing requirements at all times and communicating the daily staff schedule.
2. Assist with the approval of payroll and processing of time off requests.
3. Coordinate new hire orientation schedules and prepare materials.
4. Assist with data input and generating reports within databases including Child Plus, TS Gold and DECA.
5. Responsible for logistical preparation for staff meetings and professional development days (i.e. setup of training room, purchasing of refreshments, etc).
6. Responsible for maintaining a regular schedule for tuition/fee pick-up from off sites and delivery to the finance department, in accordance with fiscal policies.
7. Provide coverage support for the front office / reception area of the Howard Avenue center.
8. Assist with preparation for monitoring visits from funders and regulators, including compiling documentation for presentation.
9. Oversee administrative function related to the education component including but not limited to::

• Maintaining inventory of all program supplies
• Ordering supplies as needed following Agency purchasing policies
• Deliver supplies and materials to offsite classrooms
• Assist teaching staff with preparation of expense reports and mileage reimbursement reports to ensure consistency
• Preparing materials for education events (i.e. flyers)
• Maintain up-to-date inventory of resources, forms, policies, procedures and handbooks in both hard copy and electronic formats
• Assist in tracking and collecting daily, weekly and monthly paperwork to meet required deadlines
• Maintain the annual teacher calendar including sending reminders and updates on any changes
• Supporting teachers in reminders of upcoming deadlines, tracking and communicating with regards to deadline compliance
• Coordinate and schedule meetings for the education team including maintaining minutes and other documentation
• Maintain up-to-date staff files
• Maintain staff training logs, register staff for trainings and coordinate accommodations as necessary. Maintain data so that reports on staff training can be produced at all times.

1. Actively participate in program and agency staff meetings.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES:

1.  Plan and organize special events.

2.  Perform other related duties as required.

WORK ENVIRONMENT:

Travels between multiple facilities, primary location has two stories without elevator access,  works with children with communicable diseases.

QUALIFICATIONS:

EDUCATION:  Associates Degree in Business or related field

EXPERIENCE:  3+ years of administrative experience. Experience with website management and Constant Contact a plus.

SPECIAL SKILLS:  Strong customer service and organizational skills, Computer skills (Microsoft Office preferred), Bilingual required (Spanish/English).  Ability to travel within the community.

PHYSICAL REQUIREMENTS:  The ability to hear conversational voice, with or without a hearing aid, the ability to see and read newsprint with or without corrective lenses, to speak and be understood under normal circumstances.

PERSONAL CHARACTERISTICS:  Ability to function within guidelines of Agency’s core values, identification with Agency mission.