Preschool Office Assistant

Job Description

Job Description

The Office Administrator in Early Childhood Education plays a crucial role in ensuring the smooth operation of the administrative functions of an early childhood education center. This position involves managing office tasks, supporting staff, maintaining records, and providing excellent customer service to parents, staff, and children. The ideal candidate will be organized, detail-oriented, and have a passion for early childhood education.

Key Responsibilities:

1. 
   Administrative Support:
   • Manage front desk operations, including answering phones, greeting visitors, and handling inquiries.
   • Maintain accurate and up-to-date records, including student files, attendance records, and staff files.
   • Coordinate and schedule appointments, meetings, and events.
2. Communication:
   • Serve as the primary point of contact for parents and guardians, providing information and assistance as needed.
   • Communicate effectively with staff, parents, and external agencies.
   • Distribute newsletters, announcements, and other communication materials.
3. Financial Management:
   • Handle billing and invoicing for tuition and other fees.
   • Manage petty cash and reconcile accounts.
   • Assist with budget preparation and monitoring.
4. Enrollment and Registration:
   • Manage student enrollment and registration processes.
   • Maintain waitlists and coordinate enrollment of new students.
   • Ensure all necessary documentation is completed and filed appropriately.
5. Office Management:
   • Order and maintain office supplies and equipment.
   • Ensure the office area is clean, organized, and welcoming.
   • Oversee maintenance and repair of office equipment.
6. Compliance and Record Keeping:
   • Ensure compliance with all local, state, and federal regulations.
   • Maintain confidentiality of all records and information.
   • Prepare and submit required reports and documentation.
7. Support to Staff:
   • Assist teachers and staff with administrative tasks as needed.
   • Coordinate staff schedules and handle substitute arrangements.
   • Support the onboarding process for new staff members.

Qualifications:

High school diploma or equivalent; Associate's or Bachelor's degree preferred.

• Minimum of 2 years of administrative experience, preferably in an educational or childcare setting.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Friendly and professional demeanor.

Physical Requirements:

• Ability to sit for extended periods.
• Ability to lift and carry office supplies and equipment as needed (up to 20 pounds).

Work Schedule:

• Part-Time, Monday to Friday. Must be available 2:00pm - 7:30pm.
• Occasional evenings or weekends may be required for special events.

Compensation:

• Salary commensurate with experience.
• Benefits package including health insurance, retirement plan, and paid time off.