Administrative Assistant

Shine Early Learning; United States; Remote; USD 38,000 - 45,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant II to support the Project Director and ensure effective implementation of administrative policies. This role involves a variety of tasks including answering calls, managing office supplies, and assisting with HR processes. The ideal candidate will be organized, self-motivated, and possess strong communication skills. Join a dedicated team focused on improving child care outcomes and make a meaningful impact on the lives of young children. This position offers a comprehensive benefits package and the opportunity to work in a collaborative environment.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

401k with Matching

Paid Time Off

Wellness Programs

Life/AD&D Benefits

Disability Benefits

Qualifications

• 1 year experience in office administration or related fields.
• High proficiency in customer support IT systems and Google Suite.

Responsibilities

• Provide administrative support to the Project Director.
• Manage inventory and distribution of office supplies.

Skills

Customer Support IT Systems

Communication Skills

Computer Literacy

Organizational Skills

Self-Motivated

Education

High School Diploma

AA/AS in Business or Related Field

Tools

Google Suite

Job description

Who We Are:

Shine Early Learning partners with states and local communities to accelerate child and family outcomes by providing professional development and other supports. Since its founding in 2011, Shine Early Learning has partnered with cities, states, and programs across the U.S. serving hundreds of thousands of students, families, and educators. Shine Early Learning’s experts have decades of experience in early child care education, training, and technical assistance. Montana selected Shine Early Learning as the state’s new regulatory and quality technical assistance services vendor.

The Montana based project, named SPARK Learning Lab Montana (SPARK), provides regulatory and quality technical assistance to child care programs and professionals across the state. We provide technical assistance and training with a focus on building relationships, using a practice-based model that includes self-directed, group, and one-on-one learning. We are seeking professionals who are eager to make a meaningful impact on the lives of young children by supporting quality improvement efforts for the child care providers who serve them. We are building a local, Montana based team of leaders, technical assistance staff, and other specialists, working across the state to ensure continued regional and community knowledge and engagement.

Job Summary:

The Administrative Assistant II is responsible for working to provide administrative support to the Project Director. This position will initiate and coordinate the administrative functions required for the effective implementation of the administrative policies of the program.

Essential Duties & Responsibilities:

1. Performs daily administrative duties such as answering and screening telephone calls, taking messages, data entry, sorting and distributing incoming mail and faxes, and other routine duties necessary to assist senior personnel and departmental management.
2. Develops and uses effective and organized systems to provide successful administrative support of projects and provide it to others as needed.
3. Assists in the preparation of meeting agendas and materials; distributes such items in advance to members within agreed-upon time frames.
4. Greets and assists visitors in a courteous and helpful manner.
5. Manages inventory and distribution of office supplies for Headquarters.
6. Maintains confidentiality of correspondence, documents, discussions, meetings, and telephone calls.
7. Oversees the operation of various office machines to include copier, computer, fax, phone, and mail machine.
8. Assists Human Resources Department; coordinating new hire processes, new employee paperwork, scanning and submitting training logs, sign-in sheets, and other necessary documents required for successful implementation of the Human Resource Department.
9. Coordinates purchase requisitions and maintains vendor relationships.
10. Participates in assigned meetings, events, and training as required.

Non-Essential Duties:

1. Provides backup support to the Human Resource Business Partner (HRBP) and HR Administrator as required.
2. Attends relevant workshops, seminars, and conferences to stay abreast of current HR trends and practices.
3. Assists with managing employee communication and feedback mechanisms.
4. Assists with the maintenance of accurate and complete employee personnel files.
5. Serves on teams, committees, or projects workgroups as assigned.

Job Requirements:

1. High School Diploma or equivalent; AA/AS in business or related field preferred.
2. 1 year prior experience with office/general administration.
3. Experience in government or early childhood education administrative support.
4. Physical exam and background checks are required for this position.
5. Travel required locally or long-distance up to 25% of the time for work-related meetings and functions.
6. Must have a valid driver’s license and/or reliable transportation.

Knowledge, Skills, & Abilities:

1. Experience working with a variety of ECE program types, including, at a minimum, both family and group childcare.
2. Experience developing, implementing, and/or participating in a Quality Rating and Improvement System (QRIS) in a program and/or local, regional, or state level.
3. High level of proficiency with customer support IT systems.
4. Ability to interact effectively with people from diverse backgrounds.
5. Ability to communicate effectively, verbally and in writing.
6. Demonstrated computer literacy skills, especially using Google Suite apps; spreadsheets, basic data management systems and internet navigation.
7. Must be honest, dependable and able to meet deadlines.
8. Self-motivated and able to work independently.

Application Closing Date: March 31, 2025

When/Where/How Much:

Start Date: Spring 2025
Location/Travel: The position is based in Helena or Bozeman, MT
Salary: Up to $45,000

We offer a comprehensive benefits package including:
Medical, Dental and Vision insurance
HSA/FSA Accounts
Life/AD&D Benefits
Disability Benefits
401k with matching
PTO
Wellness Programs
Additional voluntary benefits at no cost to you!

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We are an equal opportunity employer, committed to creating a diverse and healthy workplace.