PBG ECLC ADMINISTRATIVE ASSIST

MANDEL JEWISH COMMUNITY CENTER OF THE PALM BEACHES INC • Palm Beach Gardens, FL

7d • $18 - $22 • Onsite

About The Position

The Administrative Assistant is responsible for maintaining a professional and welcoming atmosphere in the preschool lobby while providing administrative support and customer service. The role greets parents and guests, ensures children are signed in and out according to authorization forms, and assists families with classroom inquiries and other needs.

Administrative work includes gathering prospective-family inquiry information, scheduling tours and meetings with the Director of Early Learning, following up with prospective families, preparing forms and communications, and maintaining distribution lists and databases. The position supports preschool and camp registrations, payments, enrollment and attendance records, medical and emergency documentation, and VPK paperwork. It also assists with licensing, inspections, emergency procedures, classroom coverage when teachers are absent, and other duties assigned by the Director or Assistant Director of Early Childhood. Work is supervised by the Early Childhood Director as necessary.

The schedule is generally 40 hours per week, Monday through Friday, with occasional evening or weekend work as directed by the work schedule, programs, and deadlines. The role is based at the Palm Beach Gardens location in Palm Beach Gardens, Florida.

Requirements

• High school diploma or equivalent.
• At least five years of experience in an office or administrative school setting.
• Demonstrated ability to multitask and provide crisis management.
• Excellent oral and written communication, organizational, planning, attention-to-detail, and interpersonal skills.
• Ability to listen to and understand information and ideas presented.
• Proficiency with standard office equipment and computer programs, including word processing, spreadsheets, databases, and presentation software such as MS Word, Excel, Access, and PowerPoint.
• Ability to interact effectively with management, coworkers, vendors, clients, and other contacts in ways that support harmonious working relationships and positive agency relations.
• Strong interpersonal skills for handling sensitive and confidential situations, with poise, tact, and diplomacy.
• Ability and willingness to participate in ongoing professional development.
• Ability to work independently and follow through on assigned tasks.
• Ability to collaborate with agency staff and maintain courteous, professional working relationships.
• Ability to exert moderate physical effort, including lifting, carrying, pushing, or pulling objects and materials weighing up to 75 pounds, and bending, stooping, stretching, squatting, and sitting.
• Ability to work at a keyboard or workstation for extended periods.
• Visual and auditory ability to monitor multiple children and identify and respond to environmental and other hazards; clear communication with children and staff is essential.
• Ability to work with occasional exposure to sun, heat, humidity, and rain.

Responsibilities

• Greet and assist parents and guests entering the preschool.
• Ensure enrolled children are signed in and out in accordance with authorization forms.
• Answer incoming calls, collect school inquiry information, and schedule tours or meetings with the Director of Early Learning.
• Create email templates, distribution lists, administrative forms, and letters.
• Send thank-you emails to prospective families within three days of a tour, and provide current families with forms, notices, and other communications in a timely manner.
• Compile and update preschool enrollment packets; accept preschool, winter and spring camp, and enrichment registrations and changes; process preschool payments and forward them to accounting within 24 hours.
• Ensure required preschool and camp forms are distributed and returned before programs begin.
• Create and distribute preschool enrichment attendance sheets for classroom filing each month.
• Manage online camp-site registrations, update camp packets, and process camp payments within 24 hours.
• Create and maintain preschool and camp enrollment statistics.
• Work with the Director of Early Learning to help ensure compliance with Palm Beach County Health Department rules and regulations; maintain children's files and assist with inspections.
• Generate the application for and obtain the Early Childhood Learning Center's Florida State License.
• Maintain medical logs and allergy lists and ensure proper storage of children's medications.
• Prepare monthly tuition for processing and process monthly family receipts.
• Collect and manage information required for registrations.
• Provide classroom assistance when teachers are absent to support smooth operations.
• Maintain children's attendance records, books, and rosters.
• Prepare and maintain the emergency procedures binder; coordinate monthly fire and emergency drills with the Director of Early Learning.
• Keep family and child database information and emergency cards current; maintain the emergency log and School Messenger database, coordinate updates with Marketing, and learn the School Messenger database program.
• Provide direct support to the Director of Early Learning for VPK paperwork and documentation, including classroom setup, supply ordering, policy compliance, attendance and records, online attendance, assessment score reporting, and quarterly provider meetings.
• Keep the parent manual current in both online and hard-copy formats.
• Order plates and cutlery for the school.
• Work efficiently, independently, and collaboratively in a fast-paced environment with competing tasks and demands; maintain professional relationships and strict confidentiality and follow company policies and safety requirements.
• Meet assigned work schedules, attendance standards, deadlines, and other performance requirements.
• Perform additional program duties assigned by the Director and Assistant Director of Early Childhood.

Benefits

• Health benefits
• Life, AD&D, and short-term disability coverage
• Paid time off, including vacation, sick, and personal days
• Voluntary pet discount program, financial wellness benefits, identity theft protection, accident coverage, and critical illness coverage
• Staff discounts on programs for full-time and part-time employees
• Internal mobility and growth opportunities are encouraged and supported

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED