Early Childhood Education Registrar & Administrative Assistant

POSITION OVERVIEW

• Department:
  Early Childhood/Front Office Administration
• Reports To:
  
  Director of Early Childhood Education
• Status:
  Non-exempt (Hourly)
• Pay Range: $26.50 - $29.00
• Duration:
  Full-time (1.0 FTE), 12-Month Position
• Schedule:
  
  Monday – Friday, 7:45 AM – 4:45 PM (40 hours/week, with infrequent schedule flexibility as needed for school events and peak operational needs)

ABOUT PJA:
Portland Jewish Academy's Early Childhood program supports the development of young children in a vibrant, secure, inquiry-based environment. We promote confidence, curiosity, awareness, exploration, problem solving, and social growth.

It is our conviction that children are capable and independent, and this is reflected across all developmental domains of learning. Children are encouraged to make choices, practice individual decision-making, and develop a sense of themselves as capable and self-advocates. Children are viewed as thinkers, reflecting on their world, and as empathetic individuals who care for and engage with their peers and contribute to the community.

It is because of our educators that our program thrives.

• Medical (fully or partially employer paid depending on the plan you select)
• optional Dental
• long-term disability plans
• a 401k plan
• This is a 12-month program and position that includes a generous paid time off package.
• Vacation time
• Sick Leave
• Personal Time (PTO-3 days/year)
• Holiday pay (up to 24 holidays!)
• Free membership to the Mittleman Jewish Community Center ((Use the "Apply for this Job" box below).)
• tuition discount for children of our employees

The Early Childhood Education Registrar & Administrative Assistant serves as a crucial member of the administrative front office team and acts as the primary, welcoming point of contact for families inquiring about or enrolled in our Early Childhood programs (infants/toddlers through Pre-K).

This multi-faceted role combines support to the Director and Assistant Director of Early Childhood Education, registrar duties (waitlist management and classroom staffing/scheduling), state Department of Early Learning & Care (DELC), department-wide proactive and courteous communication, regulatory compliance, student care, and direct classroom support as needed. The ideal candidate is an organized, proactive problem solver with high emotional intelligence who loves working with young children, families, and educators in a dynamic school environment.

• Daily Readiness & Family Interaction:
  Arrive promptly to open the front office and prepare the building to receive staff, students, and parents. Answer phone calls, in person inquiries and respond to emails with a proactive, considerate, and professional demeanor.
• Admissions Support:
  Provide information about early childhood programs, answer prospective family questions, and assist with registration during high-traffic admissions events (e.g., Open Houses, new family playdates, orientations).
• Attendance Tracking:
  Monitor daily student attendance in tracking databases. Follow up with families regarding unexcused absences, and facilitate morning arrival and afternoon dismissal workflows.
• Cross-Functional Collaboration:
  
  Collaborate with facilities staff on urgent needs, order, organize, and distribute office and copy supplies.

• Waitlist & Enrollment Management:
  Maintain precise program waitlists and coordinate the process of filling classroom openings as they arise across preschool and infant/toddler programs.
• Daily Classroom Staffing:
  Coordinate daily classroom staffing, schedule adjustments, teacher break schedules, and substitute coverage.
• Scheduling:
  Facilitate the organization and scheduling of parent‑teacher conferences, community meetings, and general Early Childhood scheduling needs.

• Regulatory Compliance:
  Manage licensing, compliance, and record-keeping per Department of Early Learning & Care (DELC) requirements across Early Childhood. Ensure timely license renewals, maintain immunization tracking requirements.
• Staff DELC Tracking & Onboarding:
  Track faculty DELC…