Administrative Assistant III*, Early Learning Center

University of Delaware; Newark (DE); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading university is seeking an Administrative Assistant III for their Early Learning Center. This role involves providing complex administrative support, managing records, and ensuring effective communication with families and staff. Ideal candidates will have strong organizational skills and experience in a university setting. The position requires attention to detail and the ability to handle sensitive information with discretion.

Qualifications

• At least three years’ experience required.
• Experience in a university environment preferred.

Responsibilities

• Assist and support the operation of the Early Learning Center.
• Serve as the first point of contact for visitors.
• Manage child and employee records using Pro-Care.

Skills

Communication

Word Processing

Database Management

Spreadsheet Preparation

Education

High school diploma or GED

College degree preferred

Tools

Microsoft Office Suite

Google Drive

Job description

Administrative Assistant III*, Early Learning Center

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Context Of Job

Under general supervision of the Business Administrator this position provides ongoing complex administrative duties and will interface with the administrative team, Early Learning Center (ELC) staff and other university departments. The principal emphasis is on the delivery of accurate information in person, by phone and by email to center constituents, stakeholders, and grantors and maintaining comprehensive files, data, and precise record keeping while performing a variety of administrative duties for which independent judgment is required in handling confidential and non-routine matters.

Pay Grade: 27N

Context Of Job

Under general supervision of the Business Administrator this position provides ongoing complex administrative duties and will interface with the administrative team, Early Learning Center (ELC) staff and other university departments. The principal emphasis is on the delivery of accurate information in person, by phone and by email to center constituents, stakeholders, and grantors and maintaining comprehensive files, data, and precise record keeping while performing a variety of administrative duties for which independent judgment is required in handling confidential and non-routine matters.

Major Responsibilities

• Assist and support the operation of the ELC as it relates to the operations of the business office and staffs administrative support needs.
• Serve as first point of contact for the Early Learning Center, greet, screen and direct visitors.
• Independently respond to routine and non-routine inquiries.
• Must be able to diffuse potentially challenging situations calmly and comfortably as the first point of contact.
• Answer, screen and refer calls to staff using a multi-line telephone system.
• Maintain multiple calendars.
• Coordinate logistics for special events such as conferences, center-wide events, and workshops.
• Code, classify, file and/or direct filing of materials in complex, multi-layered filing system.
• Manage child and employee records using industry-standard software (Pro-Care), which includes creation, maintenance, and quality control of children’s files, monthly reports, and other record keeping functions necessary to the effective operation of the center.
• Manage enrollment and re-enrollment process of center.
• Assist with collecting required documentation when hiring new staff including reference checks, registry confirmations, out of state clearances and background checks.
• Carefully and meticulously track and log center data including attendance and meals eaten and accurately prepare monthly reports for grantors.
• Responsible for inventory and maintenance of unit’s equipment.
• Arrange for routine building maintenance and repairs.
• Maintain inventory, keep supplies stocked, and order all necessary center supplies and materials.
• Ensure front common areas are tidy and welcoming to public.
• Prepare forms, letters, and compose general correspondence.
• Create internal engaging visual and digital content to enhance communication among staff and families.
• Maintain contact with ELC families by personal contact, email, phone, and letter.
• Post payments for ELC clients and provide account balances.
• May supervise students and/or miscellaneous wage employees.
• Read, understand, follow, and enforce safety procedures.
• Practice confidentiality in all matters related to staff and families as well as proprietary information regarding the operation of the ELC.
• Comply with ELC Departmental policies.
• Perform other related duties as assigned.
  
  

Qualifications

• High school diploma or GED required. College degree preferred. At least three years’ experience.
• Experience in the University environment or in working with families is preferred.
• Proficient word processing, database management, and spreadsheet preparation skills including Microsoft Office suite and Google Drive.
• Knowledge of office practices, committed to high standards of accuracy, and capable of handling tasks that require close attention and precision.
• Ability to communicate effectively and interact well with people of all ages and diverse backgrounds while creating a warm, inviting environment to welcome families.
• Ability to handle sensitive and confidential information with discretion.
  
  

Special Requirements

• Must comply with State licensing requirements for childcare centers by submitting a criminal background check, being fingerprinted, and obtaining a current health appraisal.
• Must be able to lift 25 pounds.
• This is a 40 hour per week position with a 9 am – 6 pm schedule. Occasional coverage of alternative administrative team shifts is necessary during center operation 7 am – 6 pm.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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