Administrative Assistant

Hilltop Child Development Center

Program Description: Hilltop Child Development Center is a private, non-profit facility incorporated in the State of Kansas. It is federally tax-exempted as a 501C-3 educational corporation. Hilltop is licensed by the Kansas Department of Health and Environment and accredited by NAEYC (National Association for the Education of Young Children). Hilltop is designated University Affiliated Corporation and receives some administrative and financial support from the University of Kansas.

Hilltop is governed by a Board of Directors comprised of 9 Hilltop parent members and 6 public members. The majority of whom must be KU affiliated. Hilltop is licensed to provide childcare for up to 447 children across two locations. Up to 314 children are enrolled in the main location in the heart of the KU campus and an additional 133 can be enrolled at the West facility which is conveniently located near graduate and research facilities for the University. Hilltop currently serves children ranging from 8 weeks to 12 years old.

The mission of Hilltop is to provide an inclusive community where children learn from passionate professionals in a nurturing environment.

The University of Kansas is a public institution governed by the Kansas Board of Regents.

Full-time Position: Administrative Assistant Location

Job Description:

Child Development Center Reception

1. Serve as the primary reception person for Hilltop Child Development Center (main location), welcoming children, families, staff, and visitors.

2. Maintain system for tracking Visitors to Hilltop.

3. Manage Hilltop’s departmental email account, consulting with or forwarding to other administrative team members on responses as needed.

4. Answer Hilltop’s primary phone number. Respond to voice-mail messages.

5. Receive and sort Hilltop’s mail and package deliveries.

6. As the primary point of contact for Hilltop Main, assist with communication between teaching staff and administrators regarding active classroom needs.

Child Development Center Administrative Support

1. Provide administrative support to the Executive Director and Program Director which can include assistance with scheduling meetings, preparation of letters and documents, and other administrative tasks as needed.

2. Maintain appropriate office supply inventory and classroom supplies for the teacher/staff room.

3. Assist the Operations Coordinator with the organization and structure for Hilltop’s shared documents.

4. Ensure Center entryway, lobby, and reception areas are tidy and provide a positive first impression.

5. Report and track Facilities Services tickets.

6. Maintain Hilltop’s website, collaborate with the Administrative Assistant at Hilltop West on the monthly newsletters, maintain Hilltop’s active Logo and Letterhead files, and support the Executive Director/Program Director with content for the visual display in the entryway.

7. Assist with Hilltop events as needed (e.g., Book Fairs, Halloween, Parent Information Nights and Open Houses).

8. Collaborate and cross-train with the Administrative Assistant for the Hilltop West location as some responsibilities will be shared.

9. Maintain CPR/first aid certification as provided by Hilltop.

10. Other duties as assigned by the Executive Director or Program Director.

Enrollment and Family Support

1. Guide prospective families through the enrollment process, ensuring clear communication on all steps of the waitlist/enrollment process.

2. Maintain accurate classroom rosters and accurate waitlist of prospective families.

3. Assist with communication on enrollment offers, placements, required paperwork, deposit information.

4. Maintain electronic system for all children’s files, currently housed in the Playground App.

5. Track and follow-up on missing documentation from families.

6. Coordinate and assist ESL screening with the school district for families who are multilingual.

Required Qualifications:

1. High school diploma or completion of G.E.D. equivalency and one year of experience in office administration or a Bachelor’s degree.

2. Excellent written and verbal communication skills as demonstrated in the application and review process.

3. Strong interpersonal skills and ability to work well with others.

4. One year experience in Microsoft Office (Outlook, Word, Excel, PowerPoint, and MS Teams).

Preferred Qualifications:

1. Experience serving in an office reception role.

2. Experience managing and organizing multi-step processes involving internal or external customers.

3. Experience maintaining web-site content and other external facing communications.

Employment Location: This position is required to be on-site, at Hilltop Child Development Center Main

Salary Range: $17/hr minimum

Hours: 8:30 a.m. – 5:30 p.m. (with scheduled one hour lunch break)

Benefits: Full-time employees accrue 5.25 hours per month of sick/personal leave, available after 60 days of employment. Full-time administrative employees receive 3 days of vacation in the first year of employment. Available vacation days increase during the first four years of employment. Full-time employees also receive paid holidays. After 60 days, full-time employees are eligible for medical insurance, 90% covered by Hilltop and a $50,000 life insurance policy at no cost. Hilltop offers a retirement match of up to 2.5% in a 403b plan.

Submit: Resume and 3 work related references with contact information

Contact Person: Claire Ehney, Interim Executive Director

(785) 864-4940

cehney@ku.edu

Hilltop Child Development Center

1652 Ousdahl Hill Road

Lawrence, KS 66045

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following persons have been designated to handle inquiries regarding the nondiscrimination policies and are the Title IX coordinators for their respective campuses: Director of the Office of Civil Rights and Title IX, civilrights@ku.edu, Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY (for the Lawrence, Edwards, Parsons, Yoder, and Topeka campuses); Director, Equal Opportunity Office, Mail Stop 7004, 4330 Shawnee Mission Parkway, Fairway, KS 66205, 913-588-8011, 711 TTY (for the Wichita, Salina, and Kansas City, Kansas medical center campuses).

Job Type: Full-time

Pay: From $17.00 per hour

Expected hours: 40 per week

Benefits:

• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

Work Location: In person

Salary : $17