Administrative Assistant - HR and Operations

Administrative Assistant, HR and Business Operations

Build a cross-functional career in HR, operations, and compliance at a school where your work matters every day!

The Opportunity

We are looking for a smart, personable, highly organized, and dependable administrative professional to join our team. This is a hands-on, cross-functional role that works closely with Human Resources, business operations, facilities, and school leadership.

This position is a great opportunity for someone who wants to build a broad foundation in HR, business administration, operations, or school leadership. You'll be trusted with work that requires attention to detail, sound judgment, discretion, and follow-through.

You'll also be the first friendly face that families and visitors meet, setting the tone for everyone who walks through our doors!

General schedule for this position is Monday through Friday, 10:00am - 6:00pm (hours may vary depending on operational need).

Who We Are

Circle C Child Development Center is a private, nationally accredited not-for-profit school in Southwest Austin. We have served Austin families for more than 30 years, caring for children from 8 weeks through age 5 in our full-time preschool and children in Pre-K through 5th grade through our CREW after-school and summer camp programs.

We are a busy, collaborative organization where the work we do behind the scenes is critical to support the children, families, and teachers we serve.

What You'll Do

We are looking for someone who is curious, learns quickly, and can be trusted to take ownership of their work.

Front Desk & Family Experience

• Manage daily front desk operations and serve as a warm, friendly, and professional first point of contact for families, visitors, and staff
• Operate a multi-line phone system, answer calls, take messages, and route information accurately and promptly
• Respond to routine questions and know when to handle an issue independently versus when to escalate it to the appropriate person
• Maintain a clean, organized, professional, and client-ready front desk and common areas
• Monitor building access, screen visitors, and follow established security and safety protocols

Human Resources, Business, and Operations Support

• Provide day-to-day administrative support to HR, leadership, and other department teams while exercising strict confidentiality, professionalism, and discretion
• Assist in maintaining organized filing systems, personnel records management, and document retention practices
• Assist with handling compliance with state licensing standards
• Support recruitment activities, including applicant tracking, candidate screening, interview scheduling, candidate communications, reference checks, employment verifications, and pre-employment screenings
• Support onboarding activities and assist with coordination of new hire processes
• Support offboarding processes
• Maintain staff training records and assist with departmental reporting, database maintenance, and document tracking
• Participate in special projects and provide support across business functions as departmental priorities evolve, while maintaining strict confidentiality and exercising sound judgment when handling sensitive information
• Coordinate substitute teachers to address day-to-day staffing needs
• Pitch in on facilities as needed, including light cleaning, stocking inventory, and preparing snacks

What You Bring

• Bachelor's Degree highly preferred
• At least 1 year of professional administrative experience
• Previous HR or business administration experience a huge plus
• Highly proficient in Microsoft Office with working knowledge of Excel
• Comfort with technology and AI tools, and willingness to learn new systems
• Strong written and verbal communication skills, with the ability to communicate tactfully with employees, families, candidates, vendors, and leadership
• Takes accountability for mistakes, learns from them, and uses them as opportunities to improve
• Proven discretion in handling confidential information and ability to demonstrate clear professional boundaries between administration and staff
• Organized and detail-oriented with an ability to juggle multiple projects and responsibilities without dropping the details
• Ability to quickly problem solve and think critically, use sound judgment, and adapt when plans change or unexpected issues arise
• A positive attitude and strong customer service
• Trustworthiness, honesty, and professionalism
• A team player who is flexible, resourceful, and willing to roll up their sleeves

What We Offer

• Competitive pay: $50,000 - $58,000+ per year, commensurate with education and experience
• Generous time off: Paid holidays, including Spring Break and an extended Winter Break, plus individual PTO
• Benefits: Health insurance (we pay a portion of your premium), dental, vision, and a 401K with generous employer match
• Family support: Paid parental leave after three years of service, and potential staff discounts (dependent on budget and enrollment)
• Career growth: Professional development and a real path to growth within the organization
• A supportive team: A collaborative workplace that values professionalism, initiative, ideas, and well-being
• Meaningful work: The opportunity to support a school community and make a difference in the day-to-day experience of children, families, and staff

Circle C Child Development Center