Administrative Assistant

Temple Emanu-El

Job Description

Job Title:                            Administrative Assistant

Department:                      Early Childhood Education Center (ECEC)

Reports to:                        Senior Director of Early Childhood Education

Hours:                               40 hours/week

Position Summary:

The Administrative Assistant holds a key position and often first contact for prospective parents, and as such requires a style that is both personable and efficient to convey a positive first impression of the school. You are also a main contact for parents, faculty, and staff for help in obtaining information, forms, supplies, or services. 

Professional Requirements and Skills:

•   Excellent customer service, interpersonal, and diplomatic skills when interacting with children and adults

•   A strong ability to multi-task and remain focused and good-humored under pressure

•   Superior written and verbal communication skills

•   Proficiency in MS Office and Excel

•   Ability to perform internet research, experience with marketing and social media a plus

•   Knowledge of office machines and their basic maintenance

•   Ability to work comfortably with quickly shifting priorities and interruptions

•   Ability to use discretion with confidential information, as this position is exposed to information regarding families and students that must always be kept confidential 

•   Knowledge of Texas Licensing requirements for childcare centers as well as DHS requirements a plus

Essential Clerical Functions:

•     Answer phones

•     Check voicemail

•     Deliver and relay messages to classrooms

•     Order/buy office supplies

•     Prepare mailings

•     Coordinate with parent involvement committee regarding coffees, open house, parent socials, spring auction and other activities 

•     Collect daily mail and responsible for submitting mail holds during school breaks 

•     Copier maintenance, including calling in for repairs or ink

General Duties in School Administration

•    Notify parents of sick children when nurse not present

•    Organize, maintain and audit student and teacher files

•    Maintain school, staff, and office calendar

•    Assist Guides, Assistants, Aides and Children when needed

•    Assist preparation for school events (Parent night, Auction, etc.)

•    Maintain staff roster, school children/parent rosters, emergency cards and allergies/ special notations for children

•    Submit all receipts to accounting

•    Manage time off requests

•    Arrange/provide substitutes for classrooms

•    Schedule tours for prospective parents – initial contact for answering prospective parents’ questions

•    Track teacher’s professional development hours

•    Maintain licensing regulations

Benefits Included:

·         Health, Vision, and Dental Insurance

·         PTO and Paid Vacation

·         Parental leave

·         403B