Administrative Assistant

Job Title: Administrative Assistant
Location: Washington, DC

Required Screenings:

Child Protection Registry Background Clearance (Coordinated by client)
Fingerprints for FBI background check (Coordinated by client)
GU Background Check (nextSource Standard)
Health Certificate including TB testing (Coordinated by resource - reimbursable to client)
Initial Drug and Alcohol Testing (Coordinated by client, taken at a location in Alexandria)
Pediatric CPR and First Aid Training (Coordinated by client)
COVID-19 vaccination (Proof of 1 full course of Vax)

Education Requirements: High School Diploma (Some college preferred)

Key Requirements/Intake Notes: Requires strong organizational and administrative skills. Frequent use of Word, Excel, Google Docs, Google Sheets. Will support 2 Directors and team of 11 Teaching Staff. Must be tolerant of working in an environment with small children (18 months-5yrs old). Resource may be asked to briefly cover classrooms or plan special events like pre-school graduation in this role. While not required, experience in a childcare or educational environment is a bonus. Center in session year-round. Paid parking is available in area, but not reimbursed.

Hoya Kids Learning Center (HKLC)

Administrative Assistant
Reporting to the Director of Hoya Kids Learning Center, the Office Manager will assist the Director and Assistant Director in the daily operations of HKLC. This includes, but is not limited to administrative support, office management, data management, and financial and accounting functions.

Responsibilities by Function

Administrative:
Greet visitors and parents, and answer all calls to the main phone number.
Manage main email inbox and reply to routine inquiries.
Assist the director with the pre-enrollment and intake processes.
Use ProCare management software to collect and manage all family data; run reports as requested.
Ensure compliance of children's health and immunization requirements by requesting, collecting and documenting updated required paperwork.
Create and maintain children's files from intake to withdrawal.
Maintain accurate filing system for all administrative records.
Scan documents as necessary.
Manage the snack food and supplies inventory, place food/supply orders, and oversee on-site delivery services.
Purchase office supplies, and coordinate the purchasing and/or scheduling of other products and/or services as requested.
Coordinate the scheduling of family tours and other meetings as requested

Financial:

Submit expense reports for procurement cards.

Facility Management:

Maintain a neat and attractive appearance of the lobby and work area.
Ensure that supplies/deliveries are put away promptly.
Remedy any observed safety issues or, if necessary, submit work requests; notify director as appropriate.
Ensure that the office first aid kit is fully stocked and replenished as necessary.
Serve as main contact for all facilities work requests.
Serve as main contact with housekeeping services to request and coordinate special cleaning services and procurement of cleaning supplies (towels, soap, etc.).

Family and Child Support:
Create and maintain a safe, welcoming and nurturing environment for all children and families.
Serve as first point of contact for general information.
Communicate any operational or event reminders (Operational schedule reminders, event details, closings, etc.) through the HKLC Google Group and/or ProCare.

Community Relations:
Explain program offerings and application process.
Assist in planning and coordinating special events, meetings, and workshops, as needed.

Staffing Support:
Assist in guiding 10-20 part-time student aides per semester in classroom placement based on the weekly schedule and staff to child ratios.
Provide coverage as needed in the classroom.

The ideal candidate will have:

Some college and a minimum of three years of administrative experience; experience in a school or child care center is a plus.
Computer experience to include experience with Word, Excel, Google Docs, Google Sheets, Box.
Excellent communication, interpersonal, and customer service skills.
Exceptional organizational skills,
The ability to work both independently and as part of a team;
The ability to be flexible and to work efficiently in a front desk environment.
Some basic accounting and financial knowledge.
A strong interest in working in an environment with young children.

EEO:

"Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of - Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."