Administrative Assistant at Kaune

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Job Description

Position Title:                     Administrative Assistant at Kaune

Departments:                    Early Learning Center at Kaune

Job Classification:             Full-Time: 40 hours/week

FLSA Status:                       Non-Exempt

Reports to:                           VP of Early Learning

Revision Date:                     May 25, 2023

Pay Range:                          $16.00 - 19.00

Growing Up NM provides a very comprehensive total compensation package including a great work environment, competitive salaries and benefits including those listed.

Paid Time Off
Medical, Dental, Vision Insurances
Employer Paid Short/Long term disability.
Employer Paid Group Term Life and AD&D Insurance
Dependent Life Insurance
Employer Matched Savings Plan (403b)
11 Paid Holidays
Bilingual Differential

For more information and to complete an application please go to https://growingupnm.org/careers/, call 505-216-2972, or visit us at 440 Cerrillos Road, Santa Fe, NM

Summary:

The Growing Up New Mexico Early Learning Center (ELC) at Kaune is an early learning program that provides services for children 0 – 5 years old, including state-funded NM PreK.  The ELC at Kaune seeks to strengthen families and the community through an interconnected network of early intervention, education, economic development, and family support programs. 

The Administrative Assistant will provide support to the VP of Early Learning at Kaune, Office Manager, and Data and Finance Manager, as well as the rest of the Kaune ELC staff.  This role supports all office staff and teachers with day-to-day operations of the school.  This position will also provide support to ensure smooth operations and communications between families, the community, and Growing Up New Mexico programs and administration.  This position requires a high degree of proficiency with data entry and management, strong organizational skills, excellent written and oral communication, ability to multi-task, adherence to project deadlines, and efficient problem-solving.  This position is responsible for participating in certain program meetings, which may be held at various Growing Up New Mexico work sites.  Regular local travel is required for errands and meetings.

Growing Up New Mexico is a 501(c)3 organization located in Santa Fe, New Mexico.  Inherent in our mission are guiding principles that center on the belief that all families are capable of success if given the right opportunities and resources at the right time.  The focus of our work is to demonstrate and implement effective and proven early childhood and family support strategies, prenatal to age five, focused on quality, equity, and access.  Growing Up New Mexico utilizes two parallel, mutually informed strategies in all we do: a local programmatic approach and a state-wide policy approach, with each continually informing the other.

Key Areas of Responsibility:

• Maintain adequate supplies of written forms and maintain electronic versions in an organized and retrievable manner.
• Order and install toner cartridges for copiers and printers at the Early Learning Center at Kaune.
• Perform troubleshooting of office equipment including printers, copiers, projector, and computers; coordinate with administrative staff and service technicians to service computer equipment and repairs as needed.
• Participate in meetings as directed by VP to assist ELC at Kaune with program planning.
• Meet and greet all guests and clients at the Early Learning Center; provide tours of the school for families, community members and other interested stakeholders.
• Gain an understanding and knowledge of the program’s philosophy, curriculum approach and requirements to share with families and community members.
• Assist with facility preparation for special events including projector set-up and moving of furniture (special events may be held outside regular work hours (evenings/weekends).
• Answer telephone calls and maintain a professional, positive demeanor with customers.
• Respond professionally and courteously to walk-in and telephone requests from Growing Up New Mexico families for information about program services.
• Rapidly respond to e-mail and telephone requests from Growing Up New Mexico program staff for support or information requests.
• Coordinate distribution of materials between Growing Up New Mexico administrative and program staff; coordinate collection of action items needing staff response.
• Perform filing, copying, shredding, long-term records management, organization of office supplies, mailings (both electronic and paper), and other administrative duties as assigned by the VP or other ELC office staff.
• Attend scheduled training sessions as required by supervisor. As directed, represent Growing Up New Mexico at special events (events may be held outside regular work hours).

• Familiarize self with the Brightwheel application to successfully maneuver through information and be able to support staff and families when needed.
• Maintain communication with families, including communications through Brightwheel application in a prompt manner.
• Maintain storage areas and order supplies when needed based on inventory or teacher request.
• Gain an understanding of other Growing Up NM programs to facilitate connections as needed.
• Keep shared spaces neat and tidy (front office, staff kitchen, teachers’ office, break rooms, etc).
• Assist in classrooms when needed.

• Schedule and conduct registration and orientation appointments with all incoming families.
• Maintain the ELC at Kaune waitlists.
• Organize, track, and ensure all information in student files is complete, accurate, and up to date in Brightwheel application.
• Provide teaching staff with accurate, up to date class rosters including information on various parent permissions and medical/allergy concerns as detailed in student files.
• Perform other duties as assigned by supervisors.
• Perform within the prescribed limits of Growing Up New Mexico’s ethics and compliance policies.

Qualifications:

• High school diploma or GED.
• Minimum of one year of administrative assistant experience.
• Bilingual English/Spanish required.
• Computer knowledge including software applications for database, spreadsheets, word documents, and e-mail.
• Experience coordinating multiple staff, setting priorities and meeting deadlines.
• Excellent interpersonal skills.
• Excellent oral and written skills in an environment requiring diplomacy and good judgment.
• Ability to work well in culturally diverse setting with knowledge of local population served.

• Ability to handle confidential information with discretion.
• Perform within the prescribed limits of Growing Up NM’s ethics, Guiding Principles, and compliance policies.

• Ability to work independently and within team settings.
• Ability to pass a mandatory background clearance required of all childcare workers in the State of New Mexico.

• All Growing Up NM employees must be fully vaccinated against COVID-19, including booster shots, unless a reasonable accommodation is approved.

• Reliable transportation with valid New Mexico driver’s license, current automobile registration and proof of auto insurance.
• While performing the duties of this job, the employee is regularly required to walk, stand, drive, and sit for long periods of time and use computer equipment and cell phones. The employee is occasionally required to reach with hands and arms, stoop, kneel, crouch or crawl.  The employee must be able to lift 40 pounds.  Regular local travel is required for meetings and errands.

Salary : $16 - $0