Administrative Assistant III
Job Department/School Early Learning Center
FT/PT/Temp Full time
Location Garden City, N.Y.
Administrative Assistant III
Early Learning Center
JOB SUMMARY:
This position requires exemplary customer service within a diverse community of children, families, AU students and AU Observers. It plays a critical role in the organizational structure and daily management of ELC by overseeing all program-related data management.
Pre-employment assessments on Microsoft Word and Excel will be conducted. Our union positions have excellent benefits including tuition remission for the employee, spouse and dependent children.
SALARY INFORMATION:
In compliance with New York's Pay Transparency Act, the annual base salary for this union position is $48,654. For a list of benefits provided to employees, please click here.
REPORTS TO: Director of the Early Learning Center
RESPONSIBILITIES & DUTIES:
Welcomes families in the morning to establish a positive atmosphere.
Receptionist services, answer phones, schedule appointments, provide information for anyone inquiring about ELC, and maintain calendars.
Perform routine upkeep of office equipment, e.g. photocopier, printer, fax machine.
Managing and inventory for all ELC's orders: food, milk, office supplies, instructional supplies, materials, maintaining an organizational system and restocking. Processing all purchase orders with the e-procurement system and verify all deliveries.
Build a relationship with all distributors.
Schedule with public safety and maintain record of monthly fire drills, including monthly fire inspection inventory for NYS OCFS, shelter in place and evacuation drills.
Keep all OCFS required documents (incident reports, attendance sheets, name to face) replenished and filed away at month's end.
Prepare and monitor all work orders.
Receive and distribute mail.
Assist in classrooms where needed for NYS OCFS ratio regulations.
Supporting children when toileting, illness or other needs arise.
Monitoring an ill child while awaiting family pickup.
Assist in arrangement of special events.
Assist in preparation for NAEYC Accreditation.
Archive fiscal, child records and other materials for archive. Coordinate with mail person.
Perform other job related duties as assigned.
Specialized-Higher-level Administrative tasks unique to the Early Learning Center
Financial Transactions:
Track and record tuition payments in the Pro-care Accounting Data.
Create monthly tuition invoices, adjustments when necessary.
Accounts receivable, post payments in Pro-care system.
Work with Bursar office for deposits.
Balance month end receivables.
Track aging reports.
Student Worker Payroll and Scheduling:
Manage, approve and enter all student worker hours into CLASS system.
Assists Associate Director with student worker schedule, coordinate, call subs to meet NYS OCFS ratio regulations.
Implement, Manage, Train Staff, Maintain Pro-Care Family Engagement System:
Completed training sessions and webinars to learn the new Pro-Care Family Engagement App.
Trained all staff in the Pro-Care Family Engagement App.
Invited and manages the parent engagement.
Manages all the updates for the App.
Trained all staff in the Teacher Assessment section of the App.
Manage and Maintain the Family Inquiry List:
Assemble enrollment packets.
Schedule tours.
Support Director in tours.
Review enrollment packets with families.
Create children files with all required OCFS documents.
Manage classroom enrollment slotting.
NYS OCFS Medical Documentation:
Monitoring, organizing, maintaining all children's medical file.
Keep all medical records up to date.
Liaison with Parents and Physician offices for correct completion of forms.
Updating allergy list on a daily basis.
Posting allergy alerts in ELC.
Managing Yearly NYS Immunization report.
Inventory monthly and replenish all classroom first aid kits and evacuation bags.
Notify families of contagious illness.
Making sure allergy medications and forms are up to date.
Keeping up to date with manufactures that have allergen free facilities and products.
Keeping up to date on new allergy medications on the market.
Providing families with snack safe products they may bring in for parties.
REQUIREMENTS: (Knowledge, Skills and Abilities)
Ability to prioritize workload according to volume, urgency, etc.
Good organizational skills and attention to detail.
Excellent interpersonal skills.
Ability to handle multiple tasks effectively and accurately.
Good verbal; and writing skills.
Ability to work with students and colleagues in a diverse environment.
PHYSICAL REQUIREMENTS:
Ability to sit at a desk for long periods of time.
Ability to work on a computer for long periods of time.
Ability to open drawers and file paperwork.
EDUCATIONAL/EXPERIENCE REQUIREMENTS:
Bachelor's degree is required.
Minimum of two years of experience as an Administrative Assistant is required.
HOURS:
Monday - Friday, 8:00am- 4:00pm.
After the training period, there is one day remote each week.
POSITION(S) SUPERVISED:
Student Employees.
ABOUT ADELPHI:
Adelphi University, New York, is a highly awarded, nationally ranked, powerfully connected doctoral research university dedicated to transforming students' lives through small classes with world-class faculty, hands-on learning and innovative ways to support academic and career success. Adelphi offers exceptional liberal arts and sciences programs and professional training, with particular strength in our Core Four-Arts and Humanities, STEM and Social Sciences, the Business and Education Professions, and Health and Wellness. Recognized as a Best College by U.S. News & World Report, Adelphi is Long Island's oldest private coeducational university, serving more than 7,250 students at its beautiful main campus in Garden City, at learning hubs in Manhattan, the Hudson Valley and Suffolk County, and online. The University offers students 79 undergraduate programs, more than 84 master's degree and doctoral programs, and 63 certificate programs in the liberal arts, the sciences and professional training. With powerful partnerships throughout the New York area, more than 119,000 graduates across the country, a growing enrollment of students from 43 states and 72 countries, and rising rankings from top publications and organizations, Adelphi is a dynamic community that plays a leadership role on Long Island and in the region.
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Adelphi University is an equal opportunity employer, committed to building a diverse and inclusive workforce. We welcome applications from all candidates, including people of color and those who are, or identify as, members of any marginalized, underserved or underrepresented group. Adelphi is an emerging Hispanic serving institution so bilingual candidates are encouraged to apply. Here is our University statement on diversity: https://www.adelphi.edu/diversity-equity-inclusion/about/.
