Administrative Assistant for Early Learning Academy

Marymount University•Lexington, MA

6d•Onsite

About The Position

Marymount University (MU) seeks an experienced Administrative Assistant to provide administrative support in a wide range of office and school operations for Marymount Early Learning Academy (ELA). The ELA is a full day, year round program serving 2.5-5 year olds. Our recently opened state of the art facility is located on the beautiful campus of Marymount University. The Administrative Assistant position is eligible for excellent university benefits including medical, dental, tuition remission, and retirement savings. Ideal candidates are experienced with early childhood programs, able to facilitate office deliverables, coordinate meetings/events and embrace special projects. Knowledgeable about maintaining confidential records related to state and local regulations, and adept in communicating with and supporting parents, the ELA team and the MU community.

Requirements

Excellent verbal and written communication skills
Proficient computer skills with Microsoft Office, databases, spreadsheets, and social media.
Must hold a high school diploma or equivalent
2-4 years of related experience in an early childhood program or academic environment

Nice To Haves

Bachelor’s Degree
Experience with NAEYC or other accreditations
Knowledge of Virginia licensing standards
Experience with Brightwheel Childcare Software
Infant/child CPR and First Aid certification and Daily Health Screening
MAT training
ServSafe
Multiple Background Checks
Documentation of negative TB screening/test

Responsibilities

Receives and greets visitors and provides information to parents and the public; screens correspondence and telephone calls for administrators and staff.
Communicates accurate information, answers questions and provides solutions on day to day issues with parents, staff and visitors through knowledge of the policies, rules, and regulations of the ELA
Utilizes and updates information in the Brightwheel Childcare Software system to track attendance, student and staff records and communications to ensure the ELA is in compliance with state and local regulations
Communicates with parents/guardians of students concerning updating student files, billing, attendance, immunizations, etc
Maintains confidentiality of various aspects of school operations including sensitive and personal information and assures proper use of confidential files including student and personnel records
Performs a wide variety of administrative work, including proficiency with Microsoft office, proofreading, filing, recording information and processing and distribution of correspondence
Organizes and expedites the ordering/purchasing of materials and school supplies according to established procedures, assures appropriate levels of supplies are maintained and are within budget
Updates absence and timesheet information and professional development for ELA personnel
Assists in scheduling and securing substitutes and volunteers in order to assure adequate coverage for school site; orients substitutes and volunteer personnel and provides pertinent information and support
Performs assigned financial duties and maintains invoices; prepares and submits purchase orders and work orders as assigned, reimbursement requests and deposits according to established procedures
Attends and participates in assigned meetings and training
Updates and maintains multiple calendars as assigned; organizes appointments and meetings and makes arrangements for school visitations and facility use
Covers classrooms for short periods of time in order for staff to take needed breaks
Collaborates on social media outreach and school slideshows for lobby