Administrative Assistant

Job Description

Job Description

Overview of Job:

The Administrative Assistant supports and assists the Academy Director and Assistant Director in all areas of overseeing the academy, including but not limited to, human resources, marketing, customer relations & service, financial systems, quality control and the upkeep of the physical facility. 

The Administrative Assistant should want to develop a strong working knowledge of Kiddie Academy and Owners Philosophy, Mission, Core Values, and programs in order to communicate same to current and prospective clients/customers or other community entities.

Essential Duties and Responsibilities:

• Assists with enrollment inquiries, academy tours and follow-ups (inquiries & tours) to increase enrollment, answering phone calls, child files, and filing of reports.
• Assist the leadership team with coverage and answering phones or cover a classroom, as needed, if staffing dictates support is required.
• Complete and submit required forms/paperwork and record keeping on a timely basis, and maintain in an organized, up-to-date manner.
• Hold staff accountable for making sure daily tasks are completed and completed correctly. Examples: daily reports, pictures taken, accident/bite reports, behavior reports, etc.  
• Assist with the implementation of awards/recognition programs.
• Ensure you are following and implementing company policies and procedures effectively.
• Hold staff accountable for following expectations and state standards.
• Be supportive of the staff in times of need, assist in daily supervision of staff and assist with staff scheduling when needed.  Monitor KARES for the latest and updated Kiddie Academy information.
• Keeps the Academy Director apprised of staff concerns and situations needing attention. Willing to provide performance evaluations input to the Academy Director.
• Assists the Academy Director and Assistant Director with recruitment efforts, interviews and the hiring process.
• Take an active role in planning & participating in academy meetings, functions, events and training. Positively communicate the academy’s goals and policies to the staff.
• Practice confidentiality in all matters regarding staff, family, clients and company information.
• Model professionalism, customer service excellence and help the staff to proactively create solutions to meet the needs of the families. Develop and maintain positive, professional working relationships with academy staff. Be equal across the board with staff and families.
• Assists in recognizing family concerns, evaluation of the course of action and responding professionally to families’ needs.
• Develop and sustain a unified partnership with the staff. Represent and support the organization in the resolution of family complaints/concerns.
• Accepts temporary work assignments in the event regularly scheduled personnel are not available. Willing to perform all duties assigned to a teacher when covering in a classroom.
• Help the staff have a positive and productive relationship with families.  
• Help with all licensing and Kiddie Academy requirements are consistently in the academy.
• Assist with compliance with all federal and state laws, as well as all Kiddie Academy of College Station operating procedures. Assists with accreditation of the academy as needed.
• Help with other similar/related duties as necessary.

Education and/or Work Experience Requirements: 

• Excellence verbal and written communication skills, including ability to effectively communicate with internal and external customers.
• Excellence computer proficiency (MS Office – Word, Excel, Outlook and Teams)
• Completing 24 clock hours of approved continued training annually
• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service
• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• High School Diploma/GED required, associate degree preferred.
• Experience in early childhood licensed centers a plus
• The ability to lead staff in a positive and encouraging atmosphere required.
• Meet state minimum requirements for education, background check and experience.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with federal, state and local standards.
• Work at least 45 hours a week for the academy’s needs, willing to work more if needed.
• Must be able to lift no less than 40 pounds to at least waist high on a consistent basis throughout the workday.

• Must be able to talk, listen and speak clearly on telephone.
• Must be willing to be flexible with schedule.