Administrative Assistant

Catherine Hershey Schools for Early Learning; Harrisburg (Dauphin County); On-site; USD 26,000 - 36,000; Full time

Job summary

Catherine Hershey Schools for Early Learning in Harrisburg is seeking a Scholastic Administrative Assistant who plays a critical role in supporting children, families, and educators in a mission-driven environment.

This role coordinates classroom staffing, maintains teacher schedules, and ensures compliance with classroom ratio requirements, working closely with Assistant Directors to keep centers staffed and operations smooth.

Qualifications

• High School Diploma or equivalent.
• At least 3 years of administrative assistant experience.
• Experience helping launch a new office preferred.
• Comfortable with MS Office and willingness to learn.
• Strong time management, organization, and multi-tasking skills.
• Committed to mission of CHS and MHS.

Responsibilities

• Coordinating internal and external meetings and managing staff appointments.
• Performing general clerical duties.
• Maintaining and organizing paper and electronic files/records and audit trails.
• Working with CHS Hershey Center Director and leadership on ad-hoc duties.
• Taking notes, organizing calendars, and managing internal office events.
• Drafting correspondences, creating reports, and PowerPoint presentations.
• Sorting and distributing internal mail and arranging outgoing mail.
• Ordering, maintaining, and coordinating supplies for CHS Hershey staff.
• Developing new office procedures and fiduciary processes.
• Greeting and assisting visitors to CHS Hershey.
• Troubleshooting and coordinating repairs to office equipment.
• Replying to inquiries via email, phone, or in person.
• Booking conference rooms, calls, hotel, and travel for CHS Hershey senior team.
• Providing office oversight and other duties as needed.

Skills

MS Office Suite

Time management

Organizational skills

Education

High School Diploma or equivalent

Tools

MS Outlook

MS Word

MS Excel

PowerPoint

Job description

The Scholastic Administrative Assistant is passionate about supporting children, families, and educators in a mission-driven environment. This individual plays a critical role in the daily operations of the Center by coordinating classroom staffing, maintaining teacher schedules, and ensuring compliance with classroom ratio requirements.

Working closely with the Assistant Directors, the Scholastic Administrative Assistant serves as a key point of communication and organization for the Center. Each day, this individual will monitor staffing needs, adjust classroom coverage in response to employee absences, and collaborate with leadership to ensure classrooms are appropriately staffed and operating smoothly.

In addition to supporting scholastic operations, the Administrative Assistant serves as the first point of contact for families and visitors. This role is responsible for managing the front desk, greeting families each morning, answering inquiries, and helping create a welcoming and professional environment.

This position pays $19.86 -$25.96 per hour depending on experience. The shift for this position is 6:45 - 3:15, Monday - Friday.

Responsibilities:

• Coordinating internal and external meetings and managing staff appointments
• Performing general clerical duties
• Maintaining and organizing paper and electronic files/records and easily tracking up-to-date documents and audit trails
• Working closely with the CHS Hershey Center Director and CHS Hershey leadership team on ad-hoc activities and administrative duties
• Taking notes, organizing calendars, and managing internal office events
• Coordinating, consolidating, and disseminating information
• Drafting correspondences, creating reports, and PowerPoint presentations
• Sorting and distributing internal mail and arranging outgoing mail
• Ordering, maintaining, and coordinating supplies for CHS Hershey staff
• Developing new office procedures including fiduciary processes
• Greeting and assisting visitors to CHS Hershey
• Troubleshooting and coordinating repairs to office equipment
• Replying to general public inquiries through email, telephone, or in-person
• Booking conference rooms/calls, hotel, and travel for CHS Hershey senior team members
• Providing office oversight and other duties as needed

Qualifications:

• High School Diploma or equivalent
• At least 3 years of experience in an administrative assistant role or similar (experience helping to launch a new office is preferred)
• Demonstrated understanding of and ability to effectively work with low-income families
• Comfortability with technology including MS Office Suite (Outlook, Word, Excel and PowerPoint) and/or willingness to learn
• Excellent project management skills, including time management, organizational skills, ability to multi- task, and prioritize assigned tasks
• Responsible, enthusiastic, and cares about working in a mission-focused organization
• Willingness to be held accountable and receive feedback
• Commitment to the mission and values of CHS and MHS and demonstrated high degree of integrity as all MHS and CHS staff are considered to be role models for students
• Ability to lift ~25 lbs., and be flexible with light physical activity such as opening filing cabinets and bending/standing as necessary
• Ability to work in a fast-paced environment with changing priorities
• Ability to proactively identify problems and implement solutions
• U.S. work authorization and successful completion of pre-employment background checks and clearances