Administrative Assistant -- Stoler Early Learning Center

Founded in 1854, the Baltimore Jewish Community Center (JCC) has evolved into an organization of vitality and diversity. In keeping with its Jewish values, the JCC is committed to enhancing the general welfare of the total community.  If you are looking for a job where the work environment is both stimulating and supportive and the mission is focused on promoting and strengthening Jewish life and values, then the JCC could be the place for you.

Inspired by the work we do every day, the JCC is an organization centered by Jewish values and focused on creating meaningful experiences and opportunities to enrich, connect, and positively impact our community.

We pride ourselves on our inclusive and welcoming workplace and celebrate the diversity of our employees. 

We value all members of our team in a supportive environment in which everyone is treated with appreciation and respect and positioned to do their best work every day.

SUMMARY:

The Administrative Assistant supports the Operations and Administrative Coordinator in maintaining and efficiently running the school office at the JCC’s Stoler Early Learning Center.  In this role, the Administrative Assistant supports the school leadership team and educators in daily needs and attends to the clerical and administrative needs of the program. 

This position will be expected to interact professionally with the children, families, and staff.  This role is highly visible, often the first point of contact for families interested in joining our preschool or Noah’s Ark Summer Camp.  This is a part-time position that demands strong organizational and interpersonal skills and the ability to create and maintain a positive, welcoming school environment. 

WHO YOU ARE:

• Associate degree preferred.  High School Diploma or equivalency required. 
• Minimum 1 year experience providing administrative support in a childcare or educational setting preferred.
• Exceptional organizational, communication, customer, and interpersonal skills required.
• Must be responsible, professional, trustworthy, and reliable.  Arrive at work prepared, punctual, and maintain a consistent attendance record.
• Ability to work as a team, build strong relationships, and help create a collaborative environment among staff and the community.
• Excellent written and oral communication skills.
• Individual must be a self-starter and highly proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Publisher) with the ability to produce documents quickly and efficiently.  Experience with Salesforce, Brightwheel, and Mach Forms is a plus.
• Ability to multi-task in a fast-paced environment.
• Possess a high level of confidentiality in order to maintain the privacy of employees, students, and members.
• Ability to be flexible and respond to a variety of non-routine and unexpected tasks as they may arise.
• Effective problem solving and conflict resolution skills.
• Strong time management and independent judgment skills required.
• Social Media experience preferred (Facebook).

WHAT YOU WILL DO:

• Specific customer service duties include but are not limited to:
• Address needs and concerns of parents, families, and staff daily in a positive and professional manner.
• Tactfully answer telephones calls and respond to inquiries.
• Respond to e-mails in a timely fashion.

• Specific administrative duties include but are not limited to:
  • Provide direct support to the Operations and Administrative Coordinator and the school leadership team, which may include the handling of confidential and sensitive information.
  • Support the Operations and Administrative Coordinator in processing and tracking forms upon enrollment to ensure a smooth process for incoming families. 
  • Responsible for supporting the Operations and Administrative Coordinator with maintaining student files and children’s records per school and state regulations– ensuring all necessary paperwork is turned in by each person, dispersed as needed, and filed appropriately.
  • Support the Operations and Administrative Coordinator in creating and regularly updating quick reference rosters, classroom rosters, and Parent Portal.
  • Perform administrative duties for the ELC administration or teachers, which may include creating and sending out letters and emails, laminating, scanning, photocopying, printing pictures/documentation, etc. assuring 100% accuracy.
  • Keep families informed of school events through reminders on Parent Portal.
  • Plan, track, and prepare snack daily.
  • Track drop-in days, extended hours, and late fees and charge accordingly.
  • Coordinate Pizza Wednesdays and Friday Challah Shop programs.  Track, charge, place orders, and complete disbursements as needed.
  • Help schedule field trips, create permission slips, and coordinate transportation as needed.
  • Manage and submit maintenance requests from classroom teachers.
  • Create Mach forms for school events and maintain RSVP Lists for ELC and Family Association events.
  • Support the Operations and Administrative Coordinator and Leadership Team to maintain the budget by managing the purchasing of supplies and materials. 
    • Maintain and organize shared school spaces including the Resource Room, Kitchens, and Library.
    • Conduct regular inventory of office items, school materials, and kitchen supplies and place regular orders.
    • Manage organizing deliveries and ensure supplies are stocked and available for instructional and administrative purposes.
• Willingness to perform other job duties, functions, responsibilities as needed, required, or assigned including but not limited to providing classroom coverage.

PHYSICAL SKILLS AND WORK ENVIRONMENT:

While performing the duties of this job, the employee is regularly required to use their fingers and hands to grasp, hold, type, touch, or access work on their computer.  Repetitive movements are required of arms and hands to operate keyboard, mouse, phone, and standard office materials. 

Employees must be able to lift, push, or pull objects or children, weighing up to 50 pounds.  They must be able to sit or stand for long periods of time and walk extended distances such as escorting students to and from various locations, daily visits to the mailroom, and performing other duties throughout the workday.  Although the employee is frequently required to sit, they may be occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, or crouch.

Specific visual abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. Aspects of this position will require that the Administrative Assistant is able to talk and hear.

The noise level may be loud and stressful.  The employee must demonstrate the ability to focus and carry out tasks through completion. The fast-paced environment of the preschool requires a high level of energy and interaction with others. 

Morning hours can be flexible (20 hours/week) with occasional evening or weekend hours required.  Would be working on site in a shared office space in the Early Learning Center at the JCC of Owings Mills. 

The mental and physical demands described here are representative of those that must be met by an employee in order to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION AND BENEFITS:

Salary (or Salary Range): $18.50/hour

Benefits & Perks: The JCC offers a comprehensive benefits package including generous time off, paid holidays, dental and vision insurance, 401(k) employer match, life insurance, complimentary membership to the Jewish Community Center, discounts on programs including preschool and summer camp, and wellbeing programming.

This job description is not intended to be all-inclusive, and incumbent will also perform other reasonably related business duties as assigned by supervisor or other management, as required. The JCC reserves the right to revise or change job duties as the needs arise. This job description does not constitute a written or implied contract of employment.

The Jewish Community Center of Greater Baltimore is proud to be an equal opportunity employer. In keeping with our Jewish values, we are dedicated to a policy of nondiscrimination in employment on the basis of race, religion, color, sex, sexual orientation, gender identity or expression, national origin, age, marital status, citizenship, veteran's status, physical or mental disability that does not prohibit the performance of essential job functions (with or without reasonable accommodation) or any other basis protected by federal, or applicable, state or local law. We welcome everyone interested in our mission to join us. If you require accommodation, please contact us and we will make every effort to meet your needs.

The Associated: Jewish Community Federation of Baltimore and its Agencies are equal opportunity employers, dedicated to a policy of non-discrimination in employment on the basis of race, religion, color, sex, sexual orientation, gender identity or expression, national origin, age, marital status, citizenship, veteran's status, physical or mental disability that does not prohibit the performance of essential job functions (with or without reasonable accommodation) or any other basis protected by federal, or applicable, state or local law.