Afterschool Registrar/Administrative Assistant

Job Description

Job Description

Title: Afterschool Registrar/Administrative Assistant

Reports To: Afterschool Programs Director

FLSA Status: Non-Exempt full time 30-35 hrs/week, on 11 or 12 month schedule TBD      

Hours: varies, generally 7:30 AM-9:00 AM, 11:00 - 5:00 PM on school days; flexible hours from mid-June through mid-August

About Us: Portland Jewish Academy (PJA) is an inclusive school that strives to recognize, understand, and honor all of our families. We value the diversity in our community, and we continuously work to provide an education for students in all of our programs that is equitable, accessible, and just.

Benefits: In addition to being a great place to work, PJA offers the following benefits package to our employees. As a full time employee of PJA, you are eligible to participate in our Medical (fully or partially employer paid depending on the plan you select), optional Dental, LTD plans and a 401k plan. We also offer a generous time off plan including: Sick Leave, Vacation, PTO and Holiday pay (up to 24 holidays!). Free membership to the MJCC ( and tuition discount for children of our employees round out this generous benefits package.

PJA is an equal opportunity employer. We encourage people of all backgrounds, whether you believe you meet the required qualifications or not, to apply. Visit our website to learn more about our non-discrimination policy, mission and values.

Job Summary: The Afterschool Registrar/Administrative Assistant is responsible for registration, enrollment, and billing for the department, providing direct care and supervision of K-6 children, and supporting the Department Director by maintaining staff files and completing tasks as assigned. The person in this position is also responsible for being a member of the PJA OSHA Safety Committee.

Qualifications:

• In compliance with state program requirements:
  • 21 years of age or older
  • Maintain enrollment in Oregon’s Central Background Registry
  • Maintain CPR/First Aid & Food Handler Card along with all other training required by state licenses (mandatory training may be completed within the first 90 days of employment)
  • At least one year of experience working with school age youth along with administrative experience; OR one year of experience in administrative work along with verifiable knowledge of child development
• Have reliable transportation to transport yourself and materials to and from four separate childcare sites. This would most easily be achieved with a valid Driver’s license and insured vehicle.

Typical examples of work (representing essential functions, however, not inclusive of all the duties the position may perform):

• Communicate with families, staff and schools frequently during working hours; 
• Lead annual enrollment process, including creation and processing of paperwork, maintaining enrollments, and communicating with all stakeholders
• Coordinate and schedule Vacation Day Care
• Maintain and monitor staff files, including tracking of licensure requirements
• Maintain licensure recordkeeping requirements, evaluate and observe programs for compliance with support from Department Director
• General admin support, including taking meeting notes and coordinating substitutes, and stepping into ratio on an as needed basis. 

Skills and abilities:

• Knowledge of standard office machines (printers, copy machines, etc.)
• Proficient in adobe, google suite, and google drive
• Prior experience with enrollment database, inventory of supplies, and document filing systems
• Strong interpersonal and communication skills, including the ability to communicate courteously with families, colleagues, and the public by email, phone and in person

• Work independently, with guidance and support from a supervisor 
• Prioritize efficiently to complete multiple ongoing projects before deadlines
• Maintain a personal and shared departmental calendar.
• Act professionally and maintain confidentiality of colleagues, children, families, and school in all aspects
• Supervise groups of children and effectively work with them at their developmental level
• Use good judgment and remain calm during confrontational or high-pressure situations that may arise
• Support PJA and its leadership, represent PJA in a public school setting
• Work schedules as assigned, including at any PJA afterschool site
• Observe and evaluate programs with direct support from a Program Coordinator or Department Director.
• Purchase necessary supplies and maintain expenditure budget for departmental needs

Physical Requirements:

• Some work is performed in a typical office setting. Some work is performed in an environment that is quite noisy and busy, and may include exposure to biological and environmental conditions including body fluids and waste, germs, and childhood illnesses. Work is generally expected to be performed in person at PJA or one of our off-site programs.
• Ability to lift children or heavy items (up to 50 pounds unassisted), bending, stooping, reaching, standing, climbing and walking

• Requires vision and hearing within standard ranges and clear speaking ability

PJA is an Equal Opportunity Employer - Portland Jewish Academy (PJA) is committed to recruiting, hiring, developing, compensating, and promoting the best-qualified individuals for positions at all levels in the organization. We provide Equal Opportunity Employment (EEO) to all employees and applicants. Employment decisions are made based on how an individual's skills and qualifications meet the responsibilities of the position for which they have applied. An individual will be free from discrimination based on characteristics protected by law such as race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability, veteran status, or the presence of a non-job-related physical, mental, or sensory disability, or other protected status as defined by federal, state, or local laws. Discrimination and/or harassment based on any of those factors are totally inconsistent with our philosophy of doing business and will not be tolerated. PJA will make reasonable accommodations, including modification of organizational policies and procedures in appropriate cases for qualified individuals with disabilities if it can do so without undue hardship.

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