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Office Administrative Assistant

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Chicago, United States The Goddard School of Chicago (South Loop), IL Full time
Job DescriptionJob DescriptionJob Summary: The Office Administrative Assistant plays a key role in supporting the administrative operations of [Daycare Name]. This position requires excellent organizational skills, attention to detail, and a compassionate demeanor towards children and parents. The Office Administrative Assistant ensures smooth day-to-day operations by handling administrative tasks, providing customer service to parents, supporting staff coordination, and maintaining records and documentation.

Job Type: Full-time/Part-Time
Reports to: [Owner]

Key Responsibilities:


  1. Administrative Support:
  • Manage front desk operations including answering phones, greeting visitors, and responding to inquiries.
  • Schedule appointments, meetings, and tours for prospective parents. Follow up with Toured families to convert to enrollments.
  • Maintain and update children's records, enrollment forms, and other administrative documents.
  • Assist in billing and invoicing processes, ensuring accuracy and timely payments.
Communication and Customer Service:
  • Act as a primary point of contact for parents, addressing inquiries, concerns, and providing updates as needed.
  • Communicate effectively with daycare staff regarding schedules, events, and parent interactions.
  • Ensure clear and timely communication with external parties, vendors, and service providers.
Staff Coordination and Support:
  • Assist in recruitment efforts by scheduling interviews, and assisting with processing new hire paperwork.
  • Coordinate staff schedules, vacations, and training sessions.
  • Support staff with administrative tasks and ensure compliance with daycare policies and regulations.
Operational Support:
  • Order and maintain office supplies, snacks, and materials necessary for daily operations.
  • Assist in maintaining a clean, safe, and organized daycare environment.
  • Monitor and assist with facility maintenance requests and repairs as needed.
  • Assist management and staff with meeting QA and Health and Safety standards.
Event Coordination and Special Projects:
  • Help plan and organize special events such as parent-teacher meetings, holiday celebrations, and educational workshops.
  • Support daycare management in implementing new initiatives and projects aimed at enhancing daycare operations.
Qualifications:
  • High school diploma or equivalent; additional education in early childhood education or administration is a plus.
  • Proven experience as an administrative assistant or similar role, preferably in a daycare or educational setting.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with childcare management software is advantageous.
  • Excellent organizational and time-management skills with the ability to prioritize tasks.
  • Strong interpersonal and communication skills, with a friendly and professional demeanor.
  • Ability to handle sensitive information confidentially and maintain a positive and supportive atmosphere.
Physical Requirements:
  • Ability to stand, sit, and move around the daycare facility.
  • Occasional lifting of supplies and materials up to 25 pounds may be required.
Benefits:


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Employee discount
  • Health insurance
  • Paid time off
  • Professional development assistance
  • Referral program
  • Retirement plan
  • Tuition reimbursement
  • Vision insurance
*Should be Co-Vid vaccinated.