Family Advocate - Administrative Assistant Job at United Community Center
POSITION SUMMARY: The Administrative Assistant aids and supports the Director of Family Engagement and Enrollment with recruitment/enrollment and provides quality service to any parent and families during the enrollment process.
Salary Range: 38K - 45K
ESSENTIAL DUTIES AND RESPONSIBILITIES
Attends recruitment events as assigned, this includes night and weekend events.- Recruits families and maintains a waiting list and funded enrollment.
- Assist the Director of Family Engagement and Enrollment with recruitment and enrollment efforts, as needed
- Documents efforts to assist families in identifying their strengths, needs and sufficiency goals.
- Becomes thoroughly familiar with Head Start Employee Handbook: Human Resources Policies and Procedures, Head Start Operations Manual, and all other HS handbooks, manuals, and resources and adheres to them
- Attends all workshops and meetings as deemed necessary by the immediate supervisor.
- Attends all required staff and parent meetings and activities.
- Follows up absences and irregular attendance by contacting the family and completing Home visits if needed
- Registers children, following the enrollment process
- Performs data entry functions as necessary to keep files up-to-date
- Keep office well maintained and organized
- File paperwork and complete reports, as needed
- Responsible for understanding Head Start Performance Standards and local child care licensing regulations. - Expected to be knowledgeable of the regulations associated with the prevention of occupational disease and injury, including the exercise of universal precautions and the prevention of contamination
- Provide families with necessary paperwork when appropriate (referrals, announcements, etc.)
- Check email frequently and reply on time.
- Create newsletters and announcements as needed.
- Aid parents with school enrollment procedures and paperwork.
- Maintain office bulletin board updated to keep information current and accurate.
- Answer phone calls promptly and professionally, assist as needed when called on two-way radio
- Request office supplies, follow procedures with purchase orders and perform supply inventory weekly/biweekly
- Attend monthly staff meetings and other training
- Other duties as assigned
- Becomes thoroughly familiar with Head Start Employee Handbook: Human Resources Policies and Procedures, Head Start Operations Manual, and all other HS handbooks, manuals, and resources and adheres to them.
- Comply with all Health and Safety policies, including ensuring no child is left alone or unsupervised by staff, consultants, contractors, or volunteers while in their care
KNOWLEDGE, SKILLS, AND ABILITIES
Demonstrates basic computer knowledge, Basic knowledge of excel, word, and Google Drive.- Handle sensitive information in a confidential manner
- Reply to email, telephone, or face-to-face inquiries.
- Attention to detail and problem-solving skills
- Demonstrate the ability to address criticism appropriately and develop constructive outcomes.
- Demonstrates phone etiquette.
- Demonstrate sustained effort and enthusiasm in the quality and quantity of work.
- Demonstrate the ability to establish and maintain positive, effective working relationships with staff, students, and the community.
- Demonstrate effective time management, organizational skills, and prioritization of work to meet the needs of staff, students, and teachers.
- Demonstrate the ability to follow and communicate effectively, both orally and in writing.
- Demonstrate initiative, flexibility, and the ability to work independently.
- Helpfulness. The desire to help patients and their families are the most important asset in being a successful patient advocate.
- Demonstrate the ability to listen to others and remain receptive to new ideas.
- Demonstrate flexibility, calm and professional manner when necessary to help families in crisis.
- Demonstrates the ability to communicate with families and clients.
- Demonstrate excellent human relations and interpersonal skills.
- Demonstrate ability to design and deliver technology-enhanced instruction.
QUALIFICATIONS:
High School Diploma or equivalent, one-year office experience working as a secretary, good organizational and communication skills, attention to detail, good customer skills, bilingual in Spanish needed to communicate effectively with parents, basic knowledge of computer programs – Microsoft Word, Excel, and Google Drive.
WORKING CONDITIONS:
Business environment, general office, and local travel as requested. Shift hours are 8:00 am to 5:00 pm. Hours are not negotiable.
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