Administrative Assistant III*, Early Learning Center

University of Delaware; Newark (NJ); 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. The role involves complex administrative duties, managing records, and providing support to staff and families. Ideal candidates will have strong communication skills and attention to detail. This full-time position requires a high school diploma, with a preference for a college degree and experience in a university setting.

Qualifications

• At least three years’ experience required.
• Experience in the University environment preferred.

Responsibilities

• Assist in the operation of the Early Learning Center.
• Serve as the first point of contact for visitors.
• Coordinate logistics for special events.

Skills

Communication

Attention to Detail

Education

High school diploma or GED

College degree

Tools

Microsoft Office

Google Drive

Job description

Administrative Assistant III*, Early Learning Center

Apply now Job no: 501960
College / VP Area: College of Educ & Human Dev
Work type: Staff
Location: Newark
Categories: Administrative Support, Full Time

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.
• 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.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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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.

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.