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Administrative Assistant

ADMINISTRATIVE ASSISTANT

RESPONSIBLE TO

Director

JOB DESCRIPTION:

To be responsible for the business office of the center, supporting the management, parents, and teaching staff

REQUIREMENTS:

Be at least 18 years of age.

Have at least a high school diploma

Minimum six months office environment experience

Knowledge of childcare rules and regulations

Ability to relate well to the public – in person and on the phone.

Diplomatic, tactful, creative, discreet, flexible, dependable, well organized, friendly

Able to work effectively with multiple supervisors, balance and prioritize multiple requests.

Able to handle complex and multifaceted tasks.

Excellent computer skills

Maintain CPR and First Aid

Maintain child Abuse and Neglect classes.

Maintain blood borne pathogen and fire extinguisher certification.

Maintain TB Test or note of good health.

KEY RESPONSIBILITIES:

Key Responsibilities

Administrative duties

● Add new families / enrollments to computer system (Procare)

● Set up new paper files for the director to review for new students.

● Add new employees on computer system (ProCare)

● Set up new employee paper files for staff for the director to review.

● Print monthly roll call for staff, playground registers, cleaning visits, supply lists, diaper charts etc.

● Answer telephone, take messages, respond to injuries, and give directions to the center.

● Call parents in the event of an accident or incident report

Marketing Duties

  • Research, track, maintain and update leads

  • Generate sales-qualified leads by following up on inbound leads and collecting account data. Contact prospects daily to qualify leads

  • Build and cultivate prospect relationships by initiating communications and conducting follow-up communications in order to move opportunities through the sales funnel.

  • Work with the director to develop and grow the enrollment pipeline to consistently meet quarterly revenue goals.

  • Manage data for new and prospective clients within CRM, ensuring all communications are logged, information is accurate and documents are attached.

  • Prepare and analyze sales pipeline reports and dashboards for director

  • Assist director during tours

  •  Update and maintain CRM to keep customer data and interactions accurate.

  • Coordinate tours for the school

Recruiter responsibilities

  • Sourcing potential candidates from various online channels

  • Screen incoming resumes and application forms

  • Pre-screening of resume and application forms for director

  • Conduct a pre-screening interview if needed

  • Advertise job openings

  • Provide director with shortlist of qualified candidates

  • Participate in job fairs and host in-house recruitment events

  • Networking with various institutions and social media.

Operations

● Substitute in classrooms if needed.

● Assist with sick children.

● Assist in the opening or closing of the facility.

● Any other duties as required by the Director or Curriculum Specialist /Assistant Director