Administrative Assistant

Position: Administrative Assistant - 20260820.01
The Administrative Assistant for the Early Learning & Childcare Centre is an important role at Hope's Home. They are responsible for the overall organization of the centre which helps to provide an inclusive and high-quality early learning program. Reporting directly to the Early Learning & Childcare Manager (ELCM), the Administrative Assistant has a wide range of tasks that are important to ensuring the effective and efficient operations of the centre.

In addition to the many administrative responsibilities, the Admin Assistant also engages with parents, staff and the children on a daily basis.
Responsibilities.  General Duties.
Greet families and children when they enter the facility.
Send email communications to staff and parents and update contact lists.
Draft agendas and taking meeting minutes for various meetings.
Manage the Early Learning & Childcare Centre waitlist and help fill vacant spaces as they become available.
Call and schedule meet and greet appointments for the manager.
Monitor daycare fee payments and follow up with parents about unpaid fees.
Update tuition plans on HiMama.
Collect donations (monetary and in-kind), and record contact information for tax receipt purposes.
Assist in the Education Assistance (EA) Grant process by completing grant applications, booking meetings and monitoring to ensure monthly grant funds are received and are accurate.
Complete government subsidy reports, assist families in accessing appropriate subsidy information, and communicating with the subsidy office as needed.
Book appointments for licensing inspections and add to manager's calendar.
Save inspection reports to SharePoint.
Complete various business requirements for the centre including childcare/municipal licensing and records management:  Emergency contact lists are updated and provided to the classrooms.
Update child attendance reports and have parents' sign.
Schedule meetings and takes meeting minutes.
Maintain all children's files, ensuring they are up to date and in an organized system.
Maintain personnel files and complete all internal documentation on employees as required.

Communicate with the Ministry of Education, Early Years branch regarding licensing and grants.
Coordinate with schools/partners regarding operational components of the childcare centre that overlap with school responsibilities.
Support children in classrooms, be available for break coverage to ensure proper ratios, escort children to and from transportation and/or school.
Communicate with staff, parents, and the Provincial team through various forms of communication.
Handle all incoming communications including phone calls, responding to information requests, making appointments, and fielding inquiries.
Open and prioritize mail; prepare mail outs.
Collect payments and deposits upon enrollment.
Maintain accurate records within databases such as HiMama, SharePoint, Sage, and internal filing systems.
Prepare and submit requisitions/purchase orders.
Organize receipts and reconcile debit and credit transactions.
Complete month end financial requirements.
Anticipate administrative requirements, ensuring efficient and effective workflow through the office.
Communicate and collaborate with internal/external contacts, including the Ministry of Education, government contacts, corporations, and donors.
Support staff with education applications, reimbursements, and Ministry of Education exemptions.
Balance, prepare, and deliver bank deposits to financial institutions, and record cash and donations.
Manage cash floats and petty cash fund.
Maintain accurate records of monthly expenditures based off budget allocations and communicate with ELCM.
Purchase and stock various supplies and maintain office equipment as required.
Assist the Early Learning & Childcare Manager   Create and send internal job postings via email.
Manage communication for job applicants such as monitoring the recruitment folder, scheduling interviews, replying to follow up emails, preparing letters of offer and new hire packages for manager, and coordinating orientations.
Collect

Requisition Forms from staff members and ensure all necessary information is included before passing it on for…