Chandler Early Learning Center Administrative Assistant

The Administrative Assistant supports the daily operations of the Chandler Early Learning Center (CELC) by providing organized, responsive administrative and clerical support to the CELC Coordinator, staff, families, and community partners. This position helps ensure efficient office management, accurate recordkeeping, clear communication, and welcoming front desk operations while supporting enrollment, billing, documentation, and program compliance. The Administrative Assistant contributes to a positive, relationship-based environment that reflects SCCAP’s commitment to empowering people to reach their potential and the Chandler Early Learning Center’s whole-child, family-centered approach.

ESSENTIAL DUTIES & RESPONSIBILITIES

The following duties are normal for this position. The following should not be construed as a complete list of responsibilities, duties, and skills required of personnel. Other duties may be required and assigned.

Safety & Supervision

• Ensures children are never left unattended and actively monitors the classroom to maintain a safe, secure environment.
• Provides responsive, respectful care during routines such as diapering, toileting, feeding, and comforting, honoring each child’s autonomy and developmental needs.
• Implements individualized feeding plans and supports children in developing healthy attitudes toward food and eating in line with responsive feeding practices.
• Reports suspected child abuse or neglect immediately in accordance with state law and SCCAP policy.
• Provides assistance, leadership and coordination within the classroom teaching teams to ensure a cohesive, respectful, and reflective learning program, including stepping in to supervise students as necessary.

Office Management

• Assists prospective families in completing enrollment applications, including gathering and uploading required documentation and scheduling tours, appointments, and meetings.
• Supports CELC Coordinator in maintaining required files and managing filing systems. 
• Assists CELC Coordinator in collecting, tracking, and managing payments and invoices for families. 
• Oversees the functions of the main desk and assist in outside communications with community partners and families.
• Manages office supply inventory and submits purchase requests as needed.
• Assists CELC Coordinator with data entry and reporting.

Family Engagement & Communication

• Maintains regular, meaningful communication with families about child and family needs including referrals to SCCAP programming and other community resources.
• Facilitate communication between CELC staff and families when needed.

Documentation & Compliance

• Maintains accurate records of attendance, incidents, meals, family communication, and other required documentation.
• Ensures all classroom and program practices comply with SCCAP policies, Indiana Childcare Licensing, CACFP, and NAEYC accreditation standards.
• Collaborates with supervisors, coordinators, and other staff to support consistent, high-quality program operations.

EDUCATION & EXPERIENCE

• High school diploma or equivalency.
• Experience in the use of computers for email, creation and manipulation of databases, and Microsoft Office. 
• Bilingual skills are an asset and may enhance communication with families, though not required.

REQUIRED SKILLS/ABILITIES

• Must be at least 21 years of age.
• Must maintain the integrity of confidential employment, client, and business information.
• Must be philosophically aligned with SCCAP’s mission and the Chandler Early Learning Center’s approach to early learning, child development, and viewing children as whole, capable individuals.
• Ability to apply professional judgment, discretion, and problem-solving skills to support safe, respectful, and intentional classroom practices.
• Ability to use computers, tablets, and other technology and to learn new software and tools.
• Must possess a valid driver’s license and have access to a personal vehicle with required liability insurance for use in business related travel.

Childcare Requirements

• Must successfully complete all state and federal background checks required for employment in licensed early childhood programs, including child abuse and neglect clearances.
• Must obtain a physical examination from a licensed healthcare provider, as required by Indiana childcare licensing regulations.
• Must complete a pre-employment drug screening.
• Must obtain CPR and First Aid certification within 60 days of hire (training provided).

PHYSICAL/MENTAL DEMANDS

• Ability to lift, carry, and safely support infants and toddlers (up to 50 pounds), as well as lift, carry, push, or pull classroom equipment, materials, and supplies; other required physical tasks include stooping, kneeling, crouching, crawling, climbing, and balancing.
• Requires normal range of hearing and vision to observe and respond to children’s activities and needs.
• Must be able to handle diverse work problems on a daily basis, set priorities, and adjust to changing circumstances or last-minute demands.
• Requires personal maturity, a pleasant and professional demeanor, and the ability to relate and interact respectfully with children, families, and staff in a culturally diverse environment.
• Must maintain focus, attention, and patience to ensure safe, intentional, and responsive interactions with children and colleagues.