Administrative Assistant/Receptionist

Job Description

Job Description

About This Role

We're seeking an organized, punctual, and professional Administrative Assistant to the Director / Receptionist to serve as the first point of contact for families and to support the daily administrative and operational functions of Science Akadémeia.

This role requires discretion, efficiency, technological competence, warmth, and strict adherence to compliance standards in a regulated early childhood environment.

Key Position Overview

The Administrative Assistant provides direct support to the Director while managing front desk operations, enrollment communication, and compliance documentation.

This individual plays a critical role in maintaining professionalism, structure, and consistency in school operations.

This position may also require occasional classroom support when operationally necessary.

What You'll Do

Key ResponsibilitiesFront Office & Reception

• Main responsibility is to greet families, visitors, and vendors with a welcoming and professional demeanor
• Answer phone calls and respond to emails in a prompt and courteous manner
• Manage visitor sign-in procedures and security protocols in a timely and efficient manner
• Maintain a clean, organized, and welcoming front office environment

Administrative & Director Support

• Assist the Director with scheduling, reporting, and documentation, while ensuring accuracy and compliance
• Maintain accurate and up-to-date student files in accordance with DECAL regulations
• Track enrollment paperwork and immunization records to ensure smooth student transitions
• Support billing, tuition authorization, and payment tracking to maintain accurate financial records
• Prepare professional correspondence and school communications, including scheduling tours with prospective families

Enrollment & Marketing Support

• Respond promptly to all website inquiries and social media leads, providing timely and relevant information to prospective families
• Track prospective family communications to ensure efficient enrollment processes
• Support social media updates and engagement to promote the school's mission and values
• Assist with marketing initiatives and event coordination to maintain a strong school presence

Compliance & Documentation

• Ensure strict compliance with Georgia Bright from the Start / DECAL policies, maintaining accurate and up-to-date records
• Maintain accurate attendance and regulatory documentation to ensure compliance
• Track required staff training and licensing records, ensuring all staff members are up-to-date and compliant
• Follow all internal school policies and procedures without exception

Classroom Support (As Needed)

• Provide support in classrooms during staff absences or high-need periods, maintaining a safe and engaging learning environment
• Assist teachers with supervision, transitions, and classroom organization to ensure smooth daily operations
• Support student engagement while maintaining school behavioral standards, promoting a positive and inclusive classroom environment
• Uphold all health, safety, and ratio requirements, ensuring the well-being of all students and staff

Requirements

Required Skills & Professional Competencies

• Highly professional in communication and conduct
• Pleasant, welcoming demeanor
• Compliant and able to follow school policies and DECAL regulations precisely
• Strong time management and problem-solving ability
• Punctual and dependable
• Detail-oriented and highly organized
• Ability to maintain confidentiality at all times
• Familiar with Google Workspace (Docs, Sheets, Drive, Gmail, Calendar)
• Comfortable navigating childcare management systems (Procare preferred)
• Technologically proficient
• Strong follow-up skills on inquiries and enrollment leads
• Pleasant, welcoming demeanor
• Punctual and dependable
• Pleasant, welcoming demeanor

Nice To Haves

Why Join Science Akadémeia?

• Collaborative, mission-driven team
• Meaningful impact in early childhood education
• Structured and professional leadership
• Growth and advancement opportunities
• Innovative STEM-focused environment

Benefits

• Health Insurance
• Competitive hourly wage or salary, commensurate with experience
• Paid time off and holidays
• Supportive, mission-driven work environment
• Professional development opportunities
• Opportunity to work alongside an innovative early childhood education team shaping the future of learning