Administrative Assistant Head of Early Childhood

Administrative Assistant for Head of Early Childhood Overview

• Title:
  
  Administrative Assistant for Early Childhood (Pre-K–Kindergarten)
• Department:
  Administrative Front Office
• Reports To:
  
  Head of Early Childhood
• Status:
  Non-exempt (Hourly)
• Duration: 12 months, Full-time (1.0 FTE)
• Schedule:
  
  Monday–Friday, 7:15 am – 3:45 pm (40 hours/week)

The Early Childhood Administrative Assistant works as part of an administrative front office team to ensure smooth daily operations, high-quality customer service, and regulatory compliance. This role provides comprehensive administrative support to the Head of Early Childhood (EC), manages Child Care Division (CCD) compliance, greets families and visitors, coordinates school events, and assists with basic student care.

• Culture Advocate: Serve as the primary first point of contact for the Early Childhood building. Greet visitors, intentionally set a positive, calm, and professional climate, especially when navigating interactions with stressed, emotional, or highly enthusiastic families and staff.
• Reception & Check-In: Maintain visitor/volunteer/substitute check-in logs, manage the phones and walkie talkie systems.
• Daily Readiness: Arrive promptly at 7:15 am to open the building and prepare the front office to receive staff, students, and parents.
• Admissions Support: Greet prospective families, answer introductory questions about the admissions process, and assist with registration during high-traffic admissions events (e.g., Open Houses, new family playdates, orientations).
• Attendance & Scheduling: Monitor students' daily attendance in Blackbaud and School Pass. Call families regarding unexcused absences, and assist with morning arrival and afternoon dismissal workflows. Facilitate the organization and scheduling of parent‑teacher conferences, community meetings, and any other EC scheduling needs.
• Administrative
  
  Collaboration:
  
  Work collaboratively with the assistant to the head of elementary on shared tasks and/or cross‑functional projects and act as the secondary person of contact to provide coverage on an as needed basis.
• Office Operations: Order, organize, and distribute office and copy room supplies. Sort and distribute mail for all campus buildings. Maintain and troubleshoot general office equipment (copiers, scanners, phones).
• Facilities & Environment: Keep the front office tidy and create/post campus signage. Coordinate with the Facilities Manager to report urgent maintenance or custodial needs.

• Compliance Management: Manage all aspects of compliance, licensing, and record‑keeping per CCD requirements for Early Childhood, Global Kids, Summer Camp, and Emergency Childcare programs. Ensure timely license renewals in June and August.
• Staff Tracking & Onboarding: Track faculty CCD registrations, background checks, and training hours (15 hours required annually). Send renewal reminders and lead CCD compliance orientations for new hires, teachers, and substitutes.
• Training Coordination: Partner with the Head of EC and the Head of Professional Learning to research and arrange on‑campus professional development opportunities that comply with applicable regulations.
• Summer Compliance Projects: Update and audit staff CCD binders; archive former employee files.
  • Coordinate with the Oregon Registry Online (ORO) for certificate submissions.
  • Prepare and refresh class attendance logs and books for the upcoming school year, and archive or shred expired logs.

• Confidentiality & Discretion: Practice discretion with sensitive financial, legal, student, family, and staff information with integrity and professionalism. Thoughtfully filter parent and staff feedback through redirecting unproductive conversations or gossip while ensuring any sensitive concerns are brought to the Head of EC.
• Calendar & Communication: Manage the Head of EC's calendar. Schedule appointments, manage phone inquiries, route messages, and coordinate travel or meeting logistics.
• Clerical Support: Draft, proofread, and format documents,…