Child Development Administrative Assistant

CPCD•Colorado Springs, CO

7d•Onsite

About The Position

The Child Development Administrative Assistant provides high-level administrative, operational, and project support to the Senior Director of Early Learning, Director of Child Development, and the Child Development Department. This position supports the efficient operation of the department by coordinating administrative processes, maintaining organizational systems, facilitating communication, and managing special projects. Serving as a key liaison for Child Development leadership and staff, responsibilities include coordinating meetings, maintaining records and department systems, supporting staff, drafting correspondence, and preparing reports and other business documents. The position also manages sensitive and confidential information with professionalism, discretion, and integrity. This role requires the ability to work independently, demonstrate initiative, anticipate department needs, manage multiple priorities, and adapt to changing demands. The Administrative Assistant exercises sound judgment maintains a high level of accuracy and attention to detail, and uses technology extensively to manage data, maintain databases, prepare reports, and support department operations.

Requirements

At least one year of office experience.
Accurately type 50 WPM, strong organizational skills, ability to work independently, proficient in computer software programs such as Microsoft Office (Word, Excel, Publisher, etc.), and Outlook.
Able to operate general office machines and technology such as telephone, printer/scanner, and audio-visual equipment.
Demonstrated ability to work independently, take initiative, anticipate needs, and complete assignments with limited supervision.
Ability to organize and prioritize multiple responsibilities, manage competing deadlines, and adapt to changing department needs.
Demonstrated project coordination skills, including planning activities, tracking progress, communicating updates, and following projects through completion.
Demonstrated reliability, accuracy, attention to detail, and recordkeeping skills.
Ability to remain organized and effective while working under pressure or responding to changing priorities.
Interpersonal skills to work professionally and positively with parents, children, and staff.
Ability to exercise sound judgment and discretion when handling confidential, sensitive, or time-critical information.
Strong written and verbal communication skills, including the ability to prepare accurate, professional correspondence, reports, and other documents.
Must be able to maintain the confidentiality of information he/she will be handling.
Successful completion of a pre-employment physical examination, TB test, drug test (including marijuana), and background check in accordance with the Office of Head Start Performance Standards and Childcare Licensing. (Physical examination and TB test thereafter as required).
Must have access to reliable transportation and if using a personal vehicle must maintain minimum liability insurance as determined by the State of Colorado.

Nice To Haves

Associate degree in a business-related field.

Responsibilities

Provides high-level administrative, operational, and project support to the Senior Director of Early Learning, Director of Child Development, and the Child Development Department.
Supports the efficient operation of the department by coordinating administrative processes, maintaining organizational systems, facilitating communication, and managing special projects.
Serves as a key liaison for Child Development leadership and staff.
Coordinates meetings, maintains records and department systems, supports staff, drafts correspondence, and prepares reports and other business documents.
Manages sensitive and confidential information with professionalism, discretion, and integrity.
Works closely and collaboratively with Child Development directors, supervisors, coaches, center assistants, and other department staff to coordinate administrative activities, share information, respond to requests, and support effective department operations.
Monitors and tracks data, reports, documents, and supplies for the Child Development Directors and Supervisors.
Responsible for the day-to-day functioning of the CD department office.
Prepares and distributes meeting agenda and documents meeting minutes for the Child Development department as needed for training and meetings.
Maintains up-to-date information on SharePoint for, policies and procedures, and forms.
Creates systems to complete department projects such as Family Handbook, training documents, and items that are distributed to classrooms.
Coordinates Child Development in-service training and meetings, in collaboration with the Professional Development Supervisor. Coordinator and other appropriate staff.
Coordinates and assists in development of end of the year classroom activities including agency wide communication of processes.
Administration of the GOLD and Child Plus DRDP assessment systems, including maintaining accurate system information and analyzing generated data.
Prepares report and documents for key stakeholders and partners.
Assists Supervisors with data analysis for their assigned classrooms.
Gathers and analyzes data for the Child Development department portion of the agency self-assessment.
Supports data reporting for grants, child outcomes, and other agency needs.
Coordinates Dojo -creating and achieving classrooms, adding/removing staff, and ensuring accurate access for all users.
Serves as the point of contact for CCCAP communication regarding planned and unplanned closures and tracks this information internally.
Processes and manages all Child Development Classroom Programming Behavioral Health, Special Needs and Professional Development supply orders.
Maintains inventory of office and classroom supplies ensuring timely restocking and distribution.
Manages all lamination requests.
Provides administrative support for laundry services including contacting vendors, tracking inventory, processing invoices, and coordinating BOY/EOY laundry needs.
Conducts employment reference checks for Child Development positions.
Processes and manages all Partner Sites Microix needs.
Tracks and updates the CD placement list after department meetings to ensure all changes are available for cross-departmental use and updates systems to reflect changes.
Coordinates assigned department projects from planning through completion, including establishing timelines, organizing materials, tracking action items and deadlines, communicating status updates, and following up with responsible parties.
Reviews documents, reports, data, and communications for accuracy, completeness, consistency, and appropriate formatting before distribution.
Organizes and prioritizes multiple assignments while adapting to changing department needs, deadlines, and operational priorities.
Other duties as assigned by the Child Development Directors.
Assists in classrooms as needed to ensure services to children are provided.

Benefits

Paid vacation time
Paid sick time
Paid holidays/Breaks
Medical insurance
Dental insurance
Vision insurance
Flexible spending accounts
Aflac supplemental insurance
Voluntary life insurance
Basic Life insurance
Long Term Disability insurance
AD&D insurance
401(k) program
Profit-sharing
Tuition Assistance ($4,000 per year for Early Childhood Education Associates/Bachelor’s Degrees; $2,500 per year for other degrees related to employment at CPCD)
Employee Assistance Program (6 FREE sessions with a counselor or therapist per year)
Full well-being program
2 hours of paid time per month for wellness activities