Educare and EHS Director Assistant

Position: Assistant to Educare and Early Head Start Director/ Educare Receptionist

Status: Non-exempt

Department: Educare

Reports to: Educare Site Director

Type of Position: Full Time

Overview:

The Assistant to Educare and Early Head Start Director is a shared assistant and receptionist position that ensures workplace systems, equipment and procedures effectively support the flow of work and communication for the Educare program staff and families served. In this role he/she provides essential support to the program’s managers and Site Director. This is a half-time receptionist position and requires a welcoming and supportive attitude toward families and staff at all times. This is a highly visible role within the fast-paced environment of an early childhood program. The incumbent must demonstrate strong interpersonal, clerical and organizational skills and a desire to continue learning.

Responsibilities:

Record-keeping and reporting

• Gather and compile statistical information for program reports.
• Staff training hours (maintain copies of certificates and provide copies to Human Resources).

Administrative Support

• Provide calendar and meeting support to the Educare Site Director and management team.
• Coordinate with other program administrative assistants regarding program calendar of events, meetings and upcoming deadlines.
• Draft correspondence for review as directed by the Educare Site Director.
• Type reports, correspondence, memos and budget materials accurately.
• Proofread correspondence.
• Organize and execute mailings via USPS, FedEx, UPS, and electronic mail
• Manage office resources.
• Assist management staff with developing procedures and forms as needed.
• Create yearly school calendar and monthly calendars for parents and classroom display.
• Check request and PO requests.
• Inventory control of health/safety and office supplies.
• Prepare meeting notices, agendas, meeting minutes and packets for all meetings including committees and the Educare Governance Group in a timely and efficient manner.
• Operate office machines such as fax, copiers and printers. Assist with ensuring their proper operation by staff.
• Attend meetings as required.
• Travel – Arrange for staff.

Reception Duties (3:30 p.m. – 6:00 p.m.)

• Be responsible for receptionist duties and staffing during designated hours.
• Support the Educare reception desk staff.

Community Relations

• Act as initial contact for the program when necessary.
• Prepare informational and public relations materials for program visitors.
• Other duties within the scope of the job description, as assigned.
• All Staff members are accountable for knowing and performing the responsibilities associated with their individual position in an efficient and effective manner, understanding that each of us plays an integral role in the success of our mission. All Staff will support the agency mission, vision and strategic directions and support administrative decisions. This is demonstrated by maintaining a positive work atmosphere by behaving and communicating in a manner so that they get along with children, families, coworkers, supervisors and the public while achieving performance expectations.

Qualifications:

Associates degree preferred with 3+ years administrative experience. Demonstrated experience with secretarial tasks and computer software such as database systems, Novell Netware and Microsoft Office: Word, Excel, Power Point. Familiarity with search engines for navigating the World Wide Web is required. Ability to work confidentially with sensitive/personal data is mandatory. Must possess excellent organizational skills and be able to prioritize with minimal supervision. Experience with participants from diverse ethnic and cultural backgrounds is essential. Experience with early childhood programs is also preferred.

Physical Requirements:

A bi-annual physical exam, tuberculosis test, and drug test are required as a condition of employment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this position, the employee is regularly required to sit/stand and move freely throughout the day. The employee must also climb stairs and walk frequently with bending, twisting and reaching. Must be alert with good vision, with the ability to hear, speak and read. Pick up and move boxes, tables (set up for meetings).