Administrative Assistant III*, Early Learning Center

Pay Grade: 27N

Context of Job:

Under general supervision of the Business Administrator this position provides ongoing complex administrative duties and will interface with the administrative team Early Learning Center (ELC) staff and other university departments. The principal emphasis is on the delivery of accurate information in person by phone and by email to center constituents stakeholders and grantors and maintaining comprehensive files data and precise record keeping while performing a variety of administrative duties for which independent judgment is required in handling confidential and nonroutine matters.

Major Responsibilities:

• Assist and support the operation of the ELC as it relates to the operations of the business office and staffs administrative support needs.
• Serve as first point of contact for the Early Learning Center greet screen and direct visitors.
• Independently respond to routine and nonroutine inquiries.
• Must be able to diffuse potentially challenging situations calmly and comfortably as the first point of contact.
• Answer screen and refer calls to staff using a multiline telephone system.
• Maintain multiple calendars.
• Coordinate logistics for special events such as conferences centerwide events and workshops.
• Code classify file and/or direct filing of materials in complex multilayered filing system.
• Manage child and employee records using industrystandard software (ProCare) which includes creation maintenance and quality control of childrens files monthly reports and other record keeping functions necessary to the effective operation of the center.
• Manage enrollment and reenrollment process of center.
• Assist with collecting required documentation when hiring new staff including reference checks registry confirmations out of state clearances and background checks.
• Carefully and meticulously track and log center data including attendance and meals eaten and accurately prepare monthly reports for grantors.
• Responsible for inventory and maintenance of units equipment.
• Arrange for routine building maintenance and repairs.
• Maintain inventory keep supplies stocked and order all necessary center supplies and materials.
• Ensure front common areas are tidy and welcoming to public.
• Prepare forms letters and compose general correspondence.
• Create internal engaging visual and digital content to enhance communication among staff and families.
• Maintain contact with ELC families by personal contact email phone and letter.
• Post payments for ELC clients and provide account balances.
• May supervise students and/or miscellaneous wage employees.
• Read understand follow and enforce safety procedures.
• Practice confidentiality in all matters related to staff and families as well as proprietary information regarding the operation of the ELC.
• Comply with ELC Departmental policies.
• Perform other related duties as assigned.

Qualifications:

• High school diploma or GED required. College degree preferred. At least three years experience.
• Experience in the University environment or in working with families is preferred.
• Proficient word processing database management and spreadsheet preparation skills including Microsoft Office suite and Google Drive.
• Knowledge of office practices committed to high standards of accuracy and capable of handling tasks that require close attention and precision.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds while creating a warm inviting environment to welcome families.
• Ability to handle sensitive and confidential information with discretion.

Special Requirements:

• Must comply with State licensing requirements for childcare centers by submitting a criminal background check being fingerprinted and obtaining a current health appraisal.
• Must be able to lift 25 pounds.
• This is a 40 hour per week position with a 9 am 6 pm schedule. Occasional coverage of alternative administrative team shifts is necessary during center operation 7 am 6 pm.