Executive Assistant

Job Details

Job Location:

Ansonia, CT 06401

Assist with the administration of the educational component of all Early Childhood programs.

• Assist with ensuring adequate classroom coverage in compliance with licensing requirements at all times and communicating the daily staff schedule.
• Assist with the approval of payroll and processing of time off requests.
• Coordinate new hire orientation schedules and prepare materials.
• Assist with data input and generating reports within databases including Child Plus, TS Gold and DECA.
• Responsible for logistical preparation for staff meetings and professional development days (i.e. setup of training room, purchasing of refreshments, etc).
• Responsible for maintaining a regular schedule for tuition/fee pick-up from off sites and delivery to the finance department, in accordance with fiscal policies.
• Provide coverage support for the front office / reception area of the Howard Avenue center.
• Assist with preparation for monitoring visits from funders and regulators, including compiling documentation for presentation.
• Oversee administrative function related to the education component including but not limited to:
• Maintaining inventory of all program supplies
• Ordering supplies as needed following Agency purchasing policies
• Deliver supplies and materials to offsite classrooms
• Assist teaching staff with preparation of expense reports and mileage reimbursement reports to ensure consistency
• Preparing materials for education events (i.e. flyers)
• Maintain up-to-date inventory of resources, forms, policies, procedures and handbooks in both hard copy and electronic formats
• Assist in tracking and collecting daily, weekly and monthly paperwork to meet required deadlines
• Maintain the annual teacher calendar including sending reminders and updates on any changes
• Supporting teachers in reminders of upcoming deadlines, tracking and communicating with regards to deadline compliance
• Coordinate and schedule meetings for the education team including maintaining minutes and other documentation
• Maintain up-to-date staff files
• Maintain staff training logs, register staff for trainings and coordinate accommodations as necessary. Maintain data so that reports on staff training can be produced at all times.
• Actively participate in program and agency staff meetings.

Travels between multiple facilities, primary location has two stories without elevator access, works with children with communicable diseases.

Education: Associate's Degree in Business or related field

Experience: 3+ years of administrative experience. Experience with website management and Constant Contact a plus.

Special

Skills:

Strong customer service and organizational skills;
Computer skills (Microsoft Office preferred);
Bilingual required (Spanish/English). Ability to travel within the community.

Physical Requirements: The ability to hear conversational voice, with or without a hearing aid; the ability to see and read newsprint with or without corrective lenses; to speak and be understood under normal circumstances.

Personal Characteristics: Ability to function within guidelines of Agency’s core values, identification with Agency mission.