Administrative Assistant to Day School Leadership Team

HPUMC Day School Administrative Assistant

The Administrative Assistant will support the daily operations of the HPUMC Day School. This position is responsible for answering phones, ordering supplies and other administrative tasks. The Administrative Assistant will play a vital role in ensuring smooth operations, assisting staff, and creating a welcoming environment for families. The Administrative Assistant will work under the general supervision of the Day School Director with some demand for independent judgment and action. Collaboration and teamwork with other members of the Administrative Team is necessary.

Anticipated Schedule: Typically, Monday- Friday, 8:30am to 5:30pm. Periodically this schedule will shift to accommodate special Day School events or other Administrative Team absences. During certain times of the year, additional hours may be necessary to meet the demands of the job.

Job Responsibilities and Duties:

1. Office Administration:

o Manage phone calls, emails, and other forms of communication to ensure effective communication between staff, parents, and vendors.

o Greet parents, children, and visitors in a friendly and professional manner.

o Support the Assistant Director of Compliance and Safety to help maintain and organize files, records, and documents (both digital and physical) related to students, staff, and center operations.

o Document the occurrence of accidents/incidents and notify the Day School Director immediately.

o Ensure office supplies and resources are available, neat, and ready for daily use.

o Handle general office duties such as photocopying, faxing, scanning, and ordering supplies.

2. Scheduling & Coordination

o Schedule meetings, conferences, and appointments for the Director, as requested.

o Assist the Office Manager and Staff Coordinator with coordinating staff schedules, ensuring appropriate coverage for classrooms and programs.

o Help organize events, activities, and workshops for children, parents, and staff.

3. Supplies/Equipment

o Coordinate with Assistant Director, Curriculum & Instruction to maintain and order supplies/equipment needed for monthly curriculum.

o Coordinate with Assistant Director, Curriculum & Instruction to identify/order supplies/equipment requested/needed by teachers for classrooms.

o Ensure that supplies/equipment inventory is organized and stored in appropriate spaces.

4. Office Space

o Maintain a clean, organized, and welcoming front office area for staff, parents and visitors.

o Ensure non-classroom areas in the school are kept clean, orderly and appropriately stocked.

o Handle mail and package deliveries, ensuring items are appropriately distributed.

5. Day School Child Management System

o Maintain data integrity of the Day School’s Child Management System (Brightwheel).

o Assist Admin Team with messages to families and other requests that involve the Child Management System.

6. Parent and Staff Support:

o Be available to be a Floater in classrooms, as needed.

o Assist the Office Manager and Staff Coordinator to help parents with general inquiries, enrollment processes, and any concerns they may have.

o Support the Day School’s teaching staff by providing administrative assistance, such as preparing materials and making copies.

o Demonstrate enthusiasm and show pleasure in working with and caring for young children.

o Show respect to and relate positively towards children and adults.

Other duties as assigned. Additionally, responsibilities may be changed at any time without advance notice.

Qualifications:

• Proven experience in office management, preferably in a childcare or educational setting.
• Excellent organizational skills, with the ability to manage multiple tasks and prioritize effectively.
• Strong interpersonal and communication skills, with a customer-service orientation.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Flexibility and adaptability in a dynamic, fast-paced environment.
• Knowledge of state licensing regulations and childcare best practices is a plus.

Job Type: Full-time

Pay: $24.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Dallas, TX 75205 (Preferred)

Ability to Relocate:

• Dallas, TX 75205: Relocate before starting work (Preferred)

Work Location: In person

Salary : $24