Early Childhood Education Registrar & Administrative Assistant

Schnitzer Family Campus - Mittleman Jewish Community Center & Portland Jewish Academy•Portland, OR

5d•$27 - $29•Onsite

About The Position

Portland Jewish Academy's Preschool program supports the development of young children in a vibrant, secure, inquiry-based environment. We promote confidence, curiosity, awareness, exploration, problem solving, and social growth. It is our conviction that children are capable and independent, and this is reflected across all developmental domains of learning. Children are encouraged to make choices, practice individual decision-making, and develop a sense of themselves as capable and as self-advocates. Children are viewed as thinkers, reflecting on their world, and as empathetic individuals who care for and engage with their peers and contribute to the community. It is because of our educators that our program thrives.

Requirements

High School Diploma or GED.
Minimum 1–3 years of administrative, registrar, or office support experience (preferably in a school environment).
Active enrollment in (or ability to obtain prior to hire) the Oregon Central Background Registry (CBR) / Oregon Department of Education Background Check.
Current CPR/First Aid Certification (or willingness to obtain upon hire).
Food Handler's Permit (required upon hire).
Fluency in written and spoken English.
Outstanding written, verbal, and interpersonal communication skills.
High emotional intelligence when handling emotional or stressed situations.
Proficient in Google Platform (Docs, Sheets, Gmail, Calendar).
Strong organizational skills and attention to detail.
Proven ability to prioritize tasks and meet deadlines in a fast-paced environment with frequent noise and workplace interruptions.
Passionate about early childhood education, community, and the mission of the school.
Resourceful, collaborative, and able to execute work independently with minimal supervision.

Nice To Haves

Experience with student databases (e.g., Remini, FACTS, Veracross).
Bachelor’s degree or equivalent experience.
Experience working directly with or around children ages 6 weeks through 5 years old.

Responsibilities

Serve as the primary, welcoming point of contact for families inquiring about or enrolled in Early Childhood programs.
Provide administrative support to the Director and Assistant Director of Early Childhood Education.
Manage registrar duties including waitlist management and classroom staffing/scheduling.
Ensure compliance with state Department of Early Learning & Care (DELC) regulations.
Communicate proactively and courteously with families and staff.
Assist with student care and provide direct classroom support as needed.
Open the front office and prepare the building for staff, students, and parents.
Answer phone calls, respond to in-person inquiries, and reply to emails professionally.
Provide information about early childhood programs and assist prospective families with registration.
Monitor daily student attendance and follow up with families regarding absences.
Facilitate morning arrival and afternoon dismissal processes.
Collaborate with facilities staff on urgent needs.
Order, organize, and distribute office and copy supplies.
Maintain precise program waitlists and coordinate filling classroom openings.
Coordinate daily classroom staffing, schedule adjustments, teacher break schedules, and substitute coverage.
Facilitate the organization and scheduling of parent-teacher conferences, community meetings, and general Early Childhood scheduling needs.
Manage licensing, compliance, and record-keeping per DELC requirements.
Ensure timely license renewals and maintain immunization tracking.
Track faculty DELC registrations, background checks, and required annual training hours.
Remind staff of upcoming renewals and lead DELC compliance orientations for new hires, teachers, and substitutes.
Coordinate certificate submissions with the Oregon Registry Online (ORO).
Audit and update staff DELC binders, archive former employee files, and prepare/refresh class attendance logs and books annually.
Arrange on-campus professional development opportunities compliant with state regulations.
Assist in classrooms as needed and support student social-emotional well-being using positive behavior interventions.
Provide basic first aid and comfort to ill or injured students and communicate health updates to parents.
Execute, record, and log required emergency drills (fire, earthquake, lockdown).
Create, update, and maintain digital and physical student records.
Manage the Early Childhood snack budget, coordinate with vendors, and distribute snack bins/schedules.