Administrative Assistant - Support Services

Socket.dev; Fremont (CA); On-site; USD 45,000 - 47,000; Full time

Benefits offered by this job

Competitive benefits package

Friendly and supportive team

Global connection opportunities

Opportunities for professional growth

Job summary

Kidango is seeking an Administrative Assistant to Support Services in Fremont, CA to provide comprehensive admin support to the VP of Support Services and the EIIS programs. You will help manage correspondence, meetings, and travel while maintaining training records and ensuring regulatory compliance.

The role requires strong data entry, MS Office proficiency, and bilingual English/Spanish abilities. This on-site position offers opportunities to support staff, partners, and community programs

Qualifications

• AA degree or equivalent two years clerical office support experience.
• Data entry experience and accuracy in records management.
• Strong written and oral communication skills with proofreading ability.
• Proficient in Microsoft Word, Excel, PowerPoint and Internet tools.

Responsibilities

• Provide administrative support to the VP of Support Services.
• Manage correspondence, review emails, and respond to inquiries.
• Coordinate meetings, prepare materials, take minutes, and gather feedback.
• Manage calendars and arrange travel for staff.
• Create letters, documents, spreadsheets, and presentations.
• Support the AWARDS EHR system and staff training needs.
• Maintain staff certifications and training records for compliance.
• Audit EHR and binder systems to ensure compliance.

Skills

Data entry

Written & verbal communication

Record management

Microsoft Office

Bilingual English/Spanish

Diplomacy & professionalism

Flexibility

Team collaboration

Education

AA degree / clerical training

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Internet

Job description

A little about us… Kidango (kidango.org) is an early learning nonprofit committed to setting every child on a path to thrive in kindergarten and in life. We believe that all children can reach their full potential if they and their families have access to the right opportunities and resources. As the largest child care provider in the San Francisco Bay Area, we provide thousands of children, especially those from low-income families, with safe, healthy, nurturing environments and relationships. Through our policy work, we aim to take our expertise beyond the children and families that we serve, and drive change in early childhood education at the local, state and federal levels. Our goal is to make sure all children have the social, emotional, and academic skills they need to learn, grow and realize their potential.

About The Role

The Administrative Assistant to Support Services is responsible for providing comprehensive administrative support to the VP of Support Services and contributing to the effective operations of the Support Services department’s office, which is comprised of the Mental Health Services and the Early Intervention and Inclusion Services programs (EIIS), and in accordance with Kidango’s facilities and safety plans.

What You’ll Be Doing

• Provide administrative support to the VP of Support Services.
• Assist with the management and organization of correspondence, including emails, letters, and other communications including reviewing and responding to emails, calls, and other department inquiries.
• Coordinate and manage logistics for meetings and events; assist preparing materials including agendas, resources, and presentations; take minutes and gather notes and feedback at meetings for the Support Services Department.
• Manage calendars and make travel arrangements.
• Create letters, documents, spreadsheets, and presentations.
• Provide administrative support, focusing on maintaining and managing AWARDS, our Electronic Health Record system for the Support Services Department.
• Provide relevant administrative consultation and training to staff for the Support Services Department.
• Maintain accurate records of staff certifications and training, ensuring all required credentials are current and in compliance with organizational and regulatory standards.
• Audit EHR and binder systems, ensuring staff meet compliance,
• Participate in reflective supervision meetings, all-staff team meetings, and community functions for the EIIS program.
• Coordinate and communicate info between VP of Support Services, staff, partners, management, and stakeholders.
• Provide support for the Support Services team’s initiatives, projects, and events including event planning.
• Collaborate with VP and Directors to ensure the efficient and effective operation of the Support Services department.
• Provide customer service and support to the Support Services staff, families, and community partners as needed.
• Support development and maintenance of the Support Services program policies, procedures, and documentation.
• Help with the collection, analysis, and reporting of data related to Support Services programs and initiatives.
• Handle all clerical work orders and procure department supplies.
• Perform other duties as assigned.

Preferred qualifications

• Minimum of AA degree or equivalent two years clerical office support.
• Previous experience in data entry.
• Strong written and oral communications skills with the ability to proofread and spell accurately.
• Able to organize and maintain records effectively and efficiently.
• Proficient In Microsoft Office, specifically Word, Excel, Internet and PowerPoint.
• Ability to work effectively and efficiently using a positive approach with a diversity of people.
• Ability to demonstrate diplomacy and professionalism in working with all levels of staff and the public.
• Must be flexible to the company’s core work hours, and other work schedules and at work locations as needed.
• Bilingual in English and Spanish desired.

Compensation

$33.17 — $33.17 USD

Additional Requirements

• Must pass a health screening and TB test
• Must pass background fingerprint clearance
• Valid Driver License
• Must be 18 years or older
• The ability to lift up to 30lbs may be needed during some job duties
• The employee will be required to use hands for computer work, answering phone calls, etc.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions

Perks

• An opportunity to improve real lives, solve hard problems, and change the world
• Friendly, supportive, and adventurous environment with a team of engaged colleagues
• A comprehensive, industry-leading benefits package
• Opportunities to connect with and learn from colleagues and partners around the world

Drug-Free Workplace

We believe every employee has the right to work in an environment that is free from all forms of unlawful discrimination. Consistent with applicable laws, Kidango makes all decisions involving any aspect of the employment relationship without regard to race, color, religion, age, gender, sexual orientation, marital status, national origin, citizenship, the presence of any physical or mental disability of someone otherwise qualified, veteran status, genetic information, or any other status or characteristic protected by local, state, or federal law, other than those positions which are deemed ministerial in nature. Discrimination and/or harassment based on any of those factors are inconsistent with our philosophy of doing business and will not be tolerated. This policy of non-discrimination applies to all aspects of application procedures, hiring, advancement, transfers, reductions in force, discharge, compensation, training, or other terms, conditions and privileges of employment.

EEO

A diverse and inclusive workplace where we learn from each other is an integral part of Kidango’s culture. We actively welcome people of different backgrounds, experiences, abilities and perspectives. We are an equal opportunity employer and a great place to work. Join us and help us achieve our mission!

If you need assistance or accommodation to complete your application, please contact our recruitment team at [e-mail]. We’re happy to support you through the process.