Administrative Assistant to the Head Start Director

Child Inc; Austin, Northern (TX, KY); Hybrid; USD 30,000 - 42,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

AD&D insurance

Tuition assistance

Holiday pay

Annual leave

Sick leave

401K

Job summary

Child Inc in Austin, TX seeks an Administrative Assistant to the Head Start Director to provide high-level administrative support, calendar management, and proactive office oversight. You will coordinate meetings, record minutes, and assist with data retrieval, communications, and confidential tasks.

The role emphasizes professional development, Excel/Word/PowerPoint proficiency, and collaboration with Policy Council members.

Qualifications

• High School Diploma or GED required.
• Minimum of two (2) years' work in Senior Administration or Executive Assistant roles.
• Advanced level in Excel, Word, and PowerPoint.
• Excellent communication and public relations skills and the ability to deal with confidential issues.
• Experience in recording, transcribing and distributing minutes of meetings.
• Must pass all criminal history background checks.

Responsibilities

• Provide high-level administrative support to the Head Start Director, including calendar management, email and phone communication, and customer service.
• Coordinate meetings, take minutes, and distribute reports.
• Manage Head Start Director's schedule and office operations.
• Assist Policy Council members with logistics and administrative tasks.
• Supervise the Receptionist and ensure customer-friendly service at all times.

Skills

Excel

Word

PowerPoint

Communication

Public relations

Meeting minutes

Education

High School Diploma or GED

Tools

Excel

Word

PowerPoint

Job description

Where your work makes a lasting difference.

If you are seeking a challenge that is highly rewarding on both a personal and professional level; then consider a position with Child Inc where you will contribute to strengthening families and meeting the needs of children. Our employees are passionate about the work they do, in an environment where building success with others is the key to their own success and fulfillment. They are committed to professional excellence, compassionate about the families and individuals served, and supportive of their colleagues and the many volunteers who strengthen our efforts.

• Salary based on position, educational level and experience.
• Employer-paid insurance: medical, dental, vision, life, short and long-term disability.
• Optional employee-paid insurance at group rates for additional life and AD&D.
• Education/training opportunities: financial assistance for formal and informal learning.
• Generous paid holiday schedule: comparable to public school calendar.
• Annual and sick leave accrual of one day/month of each.
• Retirement: shared-contribution 401K plans.

Professional Development Opportunities

Child Inc provides ongoing training to ensure that staff is highly qualified and effective in working with young children and their families and encourages efforts toward professional growth in all areas. A mix of seminars, community-led workshops, and formal higher education form the base of our agency’s continuing education program, to which is added an individualized professional development plan.

Child Inc offers a tuition program for approved classes and degree programs, and other assistance is available.

Administrative Assistant to the Head Start Director

Full Time $26.09 - $26.09 per hour Austin, Texas, United States - 78751

Description

Position Purpose

Provide high-level administrative support to the Head Start Director. This includes but is not limited to calendar scheduling, email and phone communication, customer service, project management updates, retrieving and collating data, as well as the timely anticipation of anything else that might be required. Additionally, this position will provide office management and project support to Policy Council members by performing logistical arrangements for meetings and being responsive to Council member requests for administrative support related to their service on the Council. Supervise the Receptionist and responsible for ensuring that client, staff and community needs are addressed at the highest levels of customer friendly services.

Essential Duties and Responsibilities

Administrative

• Prepare and draft confidential administrative correspondence, memos and reports.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Attend meetings to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Coordination of the Head Start Director's schedule.
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Screen and prioritize incoming mail; bring incoming information needing prompt attention to the immediate attention of Head Start Director.
• Greet and direct participants of meetings with Head Start Director.
• Responsible for establishing and maintaining official documents and records in appropriate files to ensure organization of materials.
• Provide official notifications to parents as directed by the Head Start Director.

Personal and Professional Development

• Assure confidentiality of all program information and family and staff confidentiality by limiting conversation about them and accessibility to their records.
• Maintain professional boundaries in relationship to staff and families.
• Any person who suspect's child abuse or neglect is required to report suspicions to the appropriate agency (as defined below) within 48 hours after the abuse or neglect is first suspected.
• Comply with Child Inc. Personnel Policies and Procedures, with Standards of Conduct, and with OHS Standards.

General Knowledge, Skills and Abilities

• Must have excellent proofreading skills.
• Must be a self-starter and work well with minimal supervision.
• Must be flexible with work hours and willing to work overtime when needed.
• Must have the ability to deal with many tasks simultaneously, and have highly developed skills of prioritization.
• Basic knowledge of Spanish (not necessarily bilingual), with some vocabulary and understanding of rudiments, is preferred, but not required.
• Must have the ability to work and maintain high standards of professional ethics with persons of different racial, ethnic, economic, and social backgrounds.

Minimum Qualifications:

• High School Diploma or GED required.
• Minimum of two (2) years' work in Senior Administration or Executive Assistant roles.
• Advanced level in Excel, Word, and PowerPoint.
• Excellent communication and public relations skills and the ability to deal with confidential issues.
• Experience in recording, transcribing and distributing minutes of meetings.
• Must pass all criminal history background checks.

Child Inc operates one Administrative Campus and multiple child development centers all located within Travis County.

The Office of Head Start (OHS), a division of the U.S. Department of Health and Human Services’ Administration for Children and Families (ACF), provides grants to Child Inc. to provide Head Start and Early Head Start services within Travis County. Child Inc operates one Administrative Campus and multiple child development centers all located within Travis County.

Child Inc.’s procurement procedures are designed to be in full compliance with all applicable federal, state, and local regulations, including but not limited to 2 CFR § 200.318-326 and 7 CFR § 226.22. Child Inc conducts analyses to avoid the purchase of unnecessary or duplicative items and will consolidate or break out procurements to obtain a more economical purchase.

Upon signing of the contract, the successful vendor will be expected to sign a conflict-of-interest disclosure, payment policy, confidentiality notice, debarment or suspension status certification, and Child Inc’s waiver of liability.