Early Childhood Administrative Assistant

Early Childhood Administrative Assistant 

The Early Childhood Administrative Assistant is a part-time position that works with the Director of Early Childhood Education and other professional staff, teachers, parents and students to administrate and support our early childhood programs. The work hours are Monday through Friday 8am-12pm with the potential opportunity for additional hours and responsibilities.  The ideal candidate is confident, intuitive, creative, tech-savvy and has a knack for building rapport with a diverse group of people. This person must love to organize, multi-task, manage projects, make decisions, facilitate and interface with internal and external parties in a fast-paced, environment.  
 
CORE FUNCTIONS  
The following are core functions of the position. They may change from time to time and include, but are not limited to:  
 
I. MANAGING THE PRESCHOOL/CAMP OFFICE  
• Being the first point of contact for all School families  
• Provide general support to visitors  
• Answer and promptly returning phone calls and emails from parents and teachers  
• Manage and update the Preschool Remini 
• Organize Preschool supply closets and place orders as needed  
• Create publicity materials for special programs  
• Maintain RSVP lists for programs, socials, dinners and other special events 
• Book transportation and make reservations for special programs and trips  
• Develop and maintain a filing system  
• Update and maintain office policies and procedures  
• Submit and reconcile expense reports  
• Act as the point of contact for internal and external vendors 
• Create and update records and databases with personnel, financial and other data  
• Assist other departments (such as financial department or HR) with administrative or clerical support  
• Meet regularly with Director of Early Childhood Education 

II. MANAGING PRESCHOOL/CAMP ENROLLMENT AND CLASS ASSIGNMENTS
• Process Preschool/camp enrollment forms and enter into proper databases  
• Create master lists of classes for office and teacher use  
• Create and monitor attendance tracking platforms for teachers (Remini) 
• Liaise with maintenance staff regarding class and room set-ups  
 
III. CREATING AND MAINTAINING THE PRESCHOOL CALENDAR  
• Work with Director of Early Childhood Education to create the Preschool calendar for internal Temple use, families, and teachers  
• Enter pertinent details of calendar into Temple calendar  
• Create room set up forms for all classes, programs, and services  
 
IV. COMMUNICATING WITH AND SUPPORTING PRESCHOOL TEACHERS  
• Write and distribute emails and forms to teachers  
• Inform teachers of any scheduling changes through text message system  
• Prepare materials and supplies for teachers and special programs  
 
Qualifications:  
• Bachelor’s degree preferred.  
• Proven experience as an administrative assistant.  
• Outstanding written and verbal communication skills.  
• Must be well organized, and have a strong respect for accuracy and the ability to adhere to deadlines and follow through in a timely and proactive manner.  
• Be self-motivated and able to work independently.  
• Ability to handle multiple tasks, self-regulate and work in an environment of rapid pace and adjust workload and assignments accordingly.  
• Self-starter who is energized by challenges and willingness to learn.  
• Have strong computer skills and a willingness to learn new programs; knowledge of MS Office, Constant Contact, Google Drive, Remini, and membership database systems (Marks).  
• Ability to communicate and collaborate effectively with senior and support staff and congregants.  
• Working knowledge of Jewish holidays, customs and traditions preferred.  
• Experience working in a school setting preferred.