Job Summary:
Join our team as an Administrative Assistant where you will play a pivotal role in ensuring smooth office operations. We are seeking a detail-oriented individual with excellent organizational skills to manage administrative tasks and provide exceptional customer service. The Administrative Assistant plays a vital role in the efficient functioning of Delaware Christian Academy. This individual is at the forefront of the administrative team, bridging the gap between parents, staff, and Administration.
PRIMARY RESPONSIBILITIES & TASKS
· Welcome and assist families and children during drop-off and pick-up times, ensuring a smooth and positive transition
· Monitor building entry points and verify the identity of individuals to ensure authorized access only
· Verify the identity of unfamiliar individuals before authorizing the release of a child to ensure safety and compliance with security protocols
· Manage incoming internal and external calls, and retrieve and process voicemail messages
· Conduct enrollment calls and handle various other phone communications as instructed by the directors
· Handle email correspondence and manage the sending and receiving of faxes
· Design and print signage for events
· Record minutes during all staff meetings
· Schedule and conduct tours for prospective families
· Ensure parents properly sign children in and out upon departure
· Assign mailboxes and distribute new walkies to incoming staff members
· Maintain a record of staff birthdays to send out birthday cards
· Prepare all front desk paperwork for the upcoming week, including the front desk roster, sign-in/out logs, closing checklist, and daily task list for floaters
· Distribute paperwork to parents during child pick-up times
· Track illnesses from the previous week and report them to the Delaware County General Health District
· Assemble enrollment folders and parent handbooks
· Conduct end-of-shift walkthroughs to ensure all tasks have been completed by closing staff
· Maintain a record of items that need to be turned in by parents (sunscreen forms, disguise a turkey project, etc.)
· Assist with organizing and coordinating special events, such as Teacher Appreciation Week, Donuts with Dad, Art Show, etc.
· Maintain organized and up-to-date records and forms for all children
· Manage and send reminder emails and paper notices to parents regarding upcoming form deadlines, while maintaining records of communications and reminders sent
· Review forms to ensure completeness and accuracy, obtaining necessary signatures from the director as required
· Duplicate all paperwork and distribute it to teachers for inclusion in their binders (i.e.: Allergy forms, Medical Forms, pick up lists, etc.)
· Maintain and update all critical informational spreadsheets with current information
· Collaborate closely with both directors to monitor and track enrollment
· Participate in weekly enrollment meetings with both directors
· Ensure completion and tracking of all transition paperwork signed by parents, and distribute copies to the appropriate teachers
· Monitor enrollment calls and maintain records of recipients for enrollment links and packets
· Maintain readiness and organization to respond promptly to any enrollment changes
· Order Pizza Hut every Thursday for pizza lunch on Fridays
· Assist in retrieving the Sam’s Club order from the store at the start of each month
STRENGTHS & SKILLS:
· Must have or acquire working knowledge of Microsoft Office, Canva, Social Media, etc.
· Must understand the differences in how to communicate through face-to-face interactions, phone conversations and digital communications, like email and social media.
· Ability to work independently and with a group
· Ability to maintain confidentiality
· Willingness to work closely with the Directors and Pastor to grow DCA
· Must be enthusiastic about teaching staff and creating a positive atmosphere
· Self-motivated with strong organizational skills and attention to detail
· Outgoing and engaging personality with a strong passion for Early Childhood Education
· Ability to manage the workflow of processes that support daily operations
· Must have the ability to assign tasks effectively and ensure they are completed efficiently and on time.
· Graceful communication, patience, and compassion in all interactions with parents, staff, and children
· Manage numerous tasks simultaneously while maintaining the ability to seamlessly switch between them
· Capable of maintaining focus on multiple tasks or projects, even after a break, which helps in picking up where you left off without much loss of momentum.
YOUR TEAM:
· This position does have supervisory responsibilities over building processes, and daily operations while directors are unavailable.
· This position reports directly to the Director
SCHEDULE:
· This is a hourly position working approximately 40-45 hours a week.
· DCA is open Monday – Friday 7:00 a.m. – 6:00 p.m.
· Your scheduled hours are 9:00 – 6:00 p.m. with periodic changes
· There will be several occasions when you are required to attend various activities outside of your typical work schedule (ex: art show, Christmas program, etc.)
Join our team at Delaware Christian Academy where you will have the opportunity to contribute to our success while gaining valuable experience in office administration. If you are looking for a dynamic work environment where your skills are valued, apply now!
Job Type: Full-time
Pay: $14.75 - $16.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Employee discount
- Parental leave
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Schedule:
- Monday to Friday
- No weekends
Experience:
- Customer service: 3 years (Preferred)
Ability to Commute:
- Delaware, OH 43015 (Required)
Work Location: In person