Office Assistant

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Position Overview

The Office Assistant serves as an integral member of the Child Care Program (CCP) team, providing comprehensive administrative and operational support to ensure efficient daily operations. This role functions as the primary point of contact for families, visitors, and staff, delivering professional and responsive customer service.

The position provides direct administrative support to program leadership and staff, including scheduling, communication coordination, records management, and compliance tracking. The Office Assistant coordinates program activities, maintains accurate documentation, and supports day-to-day operations while operating within established policies and procedures.

Duties and Responsibilities (percentages adjusted accordingly)

60% – Program and Administrative Support

• Provide comprehensive administrative support to program leadership and staff to ensure smooth daily operations
• Coordinate and support day-to-day program activities, including scheduling for classrooms, staff, and program events
• Manage complex calendaring for leadership, ensuring alignment across multiple schedules
• Perform general administrative duties, including data entry, document preparation, routing, and distribution of materials
• Maintain accurate electronic and paper records, ensuring compliance with program requirements and regulatory standards
• Track and document daily parent payments and assist with related reporting activities
• Manage child files and documentation to ensure completeness and compliance with licensing requirements
• Support administrators in maintaining compliance with state licensing regulations and NAEYC standards
• Coordinate communication between classrooms, kitchen staff, and program leadership to support daily operations and ensure continuity of care
• Support classroom staff by assisting with parent communication, documentation, and administrative needs
• Monitor workflows and follow up on assigned tasks to ensure timely completion

20% – Office and Customer Service Support

• Serve as the first point of contact for families, visitors, and staff, providing accurate information and ensuring a welcoming environment
• Answer, screen, and route incoming calls, emails, and inquiries in a timely and professional manner
• Provide program information and administrative support to families, applicants, and staff
• Coordinate building access activities, including monitoring drop-off and pick-up procedures in accordance with established protocols
• Support adherence to safety and security procedures, including assisting with emergency protocols as needed

15% – Event and Program Coordination

• Coordinate and support program events such as Professional Development Days, Teacher Appreciation, and program celebrations
• Assist with logistics, scheduling, communication, and material preparation for events
• Track event-related tasks and ensure timely completion of deliverables
• Provide on-site administrative support during events to ensure smooth execution

5% – Miscellaneous Duties

• Complete special projects and assignments as directed
• Provide general administrative support across the program as needed
• Perform other duties as assigned
  

Required Qualifications 

• High school diploma or equivalent experience
• 3+ years of administrative support, office coordination, or related experience
• Demonstrated ability to manage multiple tasks and priorities in a fast-paced environment
• Strong organizational, communication, and customer service skills
• Proficiency in Microsoft Office or similar systems (Word, Excel, Outlook)

Desired Qualifications (Our team thrives on a mix of strengths and experiences. If this role excites you, we encourage you to apply, even if you don’t check every box)- feel free to delete the highlighted if it doesn’t align with the job or your expectations

• Experience in an educational, childcare, or program-based environment
• Experience supporting compliance or regulatory documentation
• Familiarity with scheduling systems, record management systems, or program coordination tools

Thank you for your interest in positions at The Ohio State University and Wexner Medical Center. Once you have applied, the most updated information on the status of your application can be found by visiting the Candidate Home section of this site. Please view your submitted applications by logging in and reviewing your status. For answers to additional questions please review the frequently asked questions.

The university is an equal opportunity employer, including veterans and disability.