What are the responsibilities and job description for the Administrative Assistant position at ONCE UPON A TIME SCHOOLHOUSE PRESCH?
Benefits:
- Company parties
- Competitive salary
- Dental insurance
- Employee discounts
- Free food & snacks
- Health insurance
- Paid time off
- Training & development
- Vision insurance
- Wellness resources
ASSISTANT DIRECTOR OPERATIONS
Schedule: Monday - Friday; 40 hours per week
Part of the OUATS Administrative Team, Reports to the Director
Once Upon a Time Schoolhouse, located in Belleville, WI, is hiring for an Assistant Director to work with the Director in manaing all aspects of the center. The Assistant Director will work with the Director as part of the administrative team to manage all aspects of the program including but not limited to the following responsibilities.
Job Responsibilities Include but are not limited to the following:
- Sharing in the leadership, supervision of and implementation of the center’s programming.
- Diplomacy in all situations; ability to manage difficult situations and/or people with professionalism and respect.
- Support the Director in managing center duties as needed relating to family enrollment (such as: tours, enrollment packages, files, family meetings, etc), and staff management (such as: staff hiring and retention duties, assist with performance management, morale etc.).
- Manage front office duties (some shared with administrative team) such as::
- greeting and welcoming visitors & contractors, etc.
- answering questions, as required
- answering telephone calls and checking voice mail (throughout day)
- getting and sorting U.S. Mail daily
- Manage deliveries
- preparing emails/letters/memos/spreadsheets and other documents, laminating, copying, filing, etc.
- managing center laundry daily
- work with Owner and Director to order and manage center supplies
- Manage end-of-night closing duties (managing ratios after 3:30 pm to ensure staff are getting out on time; closing the center—lights, fans, doors, etc. and locking up).
- Be a positive role model for staff.
- Check in with all staff and classrooms daily and be a positive role model for staff.
- Encourage and support staff in their daily work.
- Prepare center newsletters, calendars (work with Admin Team)
- Work with Administrative Team to develop and implement staff morale and incentive programs.
- Work with the Director to recruit staff via advertisement and any other means (job fairs, etc.)
- Work with Director regarding staff performance (evaluations, discipline, recognition, terminations, etc.) providing support, education and training in lieu of termination, whenever possible.
- Assist in retaining staff by creating a supportive and encouraging work environment.
- Assure that licensing rules are met and respond immediately to concerns and make appropriate corrections.
- Work with Director and Assistant Director Programming to determine training and development needs; research and offer trainings to address needs; and, manage core required trainings (AHT, Mandated Reporter, CPR, etc.).
- Monitor, manage and maintain staff continuing education program.
- Conduct family and potential staff tours of the Center when Director is unable to do so.
- Answer questions, provide forms, brochures and enrollment materials as requested by parents when the Director is unable to do so.
- Work with Director and Assistant Director Programming to perform orientation of new staff members.
- Assist Director in maintaining staff and child files to ensure they are complete and meet Licensing rules.
- Maintain staff and center bulletin boards.
- Work with Administrative team to develop a training program for new staff so that they are trained over a period of time to ensure that new staff has a clear understanding of licensing rules, OUAT policies & procedures, duties and expectations.
- Work with Administrative team to develop a training program for existing staff so that all are trained the same way and licensing and OUATS rules and expectations are being met daily.
- Work with Assistant Director Programming to prepare, coordinate, develop and conduct monthly staff meetings (work with Administrative team).
- Work with Administrative Team to plan, develop and conduct staff in-service days.
- Observe classrooms, classroom and Center atmosphere, and staff to ensure Center philosophy is being followed. Have ongoing discussions regarding observations with Administrative team.
- Assist in the coordination of large projects for the Center (Back-to-School Night, picture day, Harvest Festival, Scholastic Books program, center bulletin boards, staff bulletin board, library management, Week of the Young Child, Earth, Arbor & Peace Day celebrations, etc.).
- Take responsibility as an Administrator to ensure the building, grounds, furniture and materials are in good condition. Ensure that the storage areas and bookshelves are kept clean and organized. All of this reflects on the Center when families tour, pick-up/drop-off children, etc.
- Meet weekly with Administrative team to review Center operations.
- Stay current in childcare issues and make recommendations as to the effects on the Center. This could include membership in educational groups.
- Work with staff members, as appropriate, to keep the Center clean, sanitary, safe and to maintain a quality appearance.
- Complete 15 hours of continuing education per year.
- Work with administrative team on public relations activities, as appropriate.
- Fill in for administrative team members, when requested.
- Handle any unforeseen circumstances that may arise and need immediate attention.
- Must be at work and on time for all scheduled shifts.
- Work for the success of the Center at all times.
- Support the Director and the Administrative team in all matters.
- Other duties, as assigned.
Job Qualifications
- Must have a love for children and a flexible, positive, can-do attitude.
- Must be fluent in English (verbal and written).
- Must be at least 21 years of age
- Must be able to lift 50 pounds
- Must be able to walk and move easily to respond to children’s movements; must be able to climb stairs repeatedly and easily.
- Must have completed high school or its equivalent as determined by WI Dept of Public Instruction.
- Experience and education in Early Childhood Education or related education field required. Additional higher education preferred.
- Must have 2 to 5 years of management experience. Directing or assisting in a group childcare center, preferred
- Must be highly organized with great attention to detail.
- Must be able to work in a fast-paced environment.
- Must be proficient with the use of computers and computer programs (Microsoft Word, Outlook, Excel, Power Point, Adobe PDF & Reader, internet, etc.)
- Must be professional, flexible (to adapt to changing workloads), self-starter (handling projects with little supervision and getting them done on time) that works well under pressure
- Must have a high level of integrity and discretion maintaining confidentiality at all times.
- Must understand play-based learning
- Knowledge of Early Childhood Licensing rules
- Must pass a background test
- Obtain a certificate from The Registry within 3 months after assuming the position as evidence of meeting the education and experience qualifications in this subsection.
Wages are based on education and experience. This position is eligible for all benefits such as health & dental insurance, Paid Time Off, etc. after a 90-day probationary period and a work schedule or 30 or more hours/week.