Administrative Assistant - HR and Operations

Circle C Child Development Center•Austin, TX

1d•Onsite

About The Position

Build a cross-functional career in HR, operations, and compliance at a school where your work matters every day! The Opportunity We are looking for a smart, personable, highly organized, and dependable administrative professional to join our team. This is a hands-on, cross-functional role that works closely with Human Resources, business operations, facilities, and school leadership. This position is a great opportunity for someone who wants to build a broad foundation in HR, business administration, operations, or school leadership. You'll be trusted with work that requires attention to detail, sound judgment, discretion, and follow-through. You'll also be the first friendly face that families and visitors meet, setting the tone for everyone who walks through our doors! General schedule for this position is Monday through Friday, 10:00am - 6:00pm (hours may vary depending on operational need). Who We Are Circle C Child Development Center is a private, nationally accredited not-for-profit school in Southwest Austin. We have served Austin families for more than 30 years, caring for children from 8 weeks through age 5 in our full-time preschool and children in Pre-K through 5th grade through our CREW after-school and summer camp programs. We are a busy, collaborative organization where the work we do behind the scenes is critical to support the children, families, and teachers we serve.

Requirements

Bachelor’s Degree highly preferred
At least 1 year of professional administrative experience
Previous HR or business administration experience a huge plus
Highly proficient in Microsoft Office with working knowledge of Excel
Comfort with technology and AI tools, and willingness to learn new systems
Strong written and verbal communication skills, with the ability to communicate tactfully with employees, families, candidates, vendors, and leadership
Takes accountability for mistakes, learns from them, and uses them as opportunities to improve
Proven discretion in handling confidential information and ability to demonstrate clear professional boundaries between administration and staff
Organized and detail-oriented with an ability to juggle multiple projects and responsibilities without dropping the details
Ability to quickly problem solve and think critically, use sound judgment, and adapt when plans change or unexpected issues arise
A positive attitude and strong customer service
Trustworthiness, honesty, and professionalism
A team player who is flexible, resourceful, and willing to roll up their sleeves

Responsibilities

Manage daily front desk operations and serve as a warm, friendly, and professional first point of contact for families, visitors, and staff
Operate a multi-line phone system, answer calls, take messages, and route information accurately and promptly
Respond to routine questions and know when to handle an issue independently versus when to escalate it to the appropriate person
Maintain a clean, organized, professional, and client-ready front desk and common areas
Monitor building access, screen visitors, and follow established security and safety protocols
Provide day-to-day administrative support to HR, leadership, and other department teams while exercising strict confidentiality, professionalism, and discretion
Assist in maintaining organized filing systems, personnel records management, and document retention practices
Assist with handling compliance with state licensing standards
Support recruitment activities, including applicant tracking, candidate screening, interview scheduling, candidate communications, reference checks, employment verifications, and pre-employment screenings
Support onboarding activities and assist with coordination of new hire processes
Support offboarding processes
Maintain staff training records and assist with departmental reporting, database maintenance, and document tracking
Participate in special projects and provide support across business functions as departmental priorities evolve, while maintaining strict confidentiality and exercising sound judgment when handling sensitive information
Coordinate substitute teachers to address day-to-day staffing needs
Pitch in on facilities as needed, including light cleaning, stocking inventory, and preparing snacks