Afterschool Registrar/Administrative Assistant
- Portland, OR
- Permanent
- Full-time
- In compliance with state program requirements:
- 21 years of age or older
- Maintain enrollment in Oregon’s
- Maintain CPR/First Aid & Food Handler Card along with all other training required by state licenses (mandatory training may be completed within the first 90 days of employment)
- At least one year of experience working with school age youth along with administrative experience; OR one year of experience in administrative work along with verifiable knowledge of child development
- Have reliable transportation to transport yourself and materials to and from four separate childcare sites. This would most easily be achieved with a valid Driver’s license and insured vehicle.
- Communicate with families, staff and schools frequently during working hours;
- Lead annual enrollment process, including creation and processing of paperwork, maintaining enrollments, and communicating with all stakeholders
- Coordinate and schedule Vacation Day Care
- Maintain and monitor staff files, including tracking of licensure requirements
- Maintain licensure recordkeeping requirements, evaluate and observe programs for compliance with support from Department Director
- General admin support, including taking meeting notes and coordinating substitutes, and stepping into ratio on an as needed basis.
- Knowledge of standard office machines (printers, copy machines, etc.)
- Proficient in adobe, google suite, and google drive
- Prior experience with enrollment database, inventory of supplies, and document filing systems
- Strong interpersonal and communication skills, including the ability to communicate courteously with families, colleagues, and the public by email, phone and in person
- Work independently, with guidance and support from a supervisor
- Prioritize efficiently to complete multiple ongoing projects before deadlines
- Maintain a personal and shared departmental calendar.
- Act professionally and maintain confidentiality of colleagues, children, families, and school in all aspects
- Supervise groups of children and effectively work with them at their developmental level
- Use good judgment and remain calm during confrontational or high-pressure situations that may arise
- Support PJA and its leadership, represent PJA in a public school setting
- Work schedules as assigned, including at any PJA afterschool site
- Observe and evaluate programs with direct support from a Program Coordinator or Department Director.
- Purchase necessary supplies and maintain expenditure budget for departmental needs
- Some work is performed in a typical office setting. Some work is performed in an environment that is quite noisy and busy, and may include exposure to biological and environmental conditions including body fluids and waste, germs, and childhood illnesses. Work is generally expected to be performed in person at PJA or one of our off-site programs.
- Ability to lift children or heavy items (up to 50 pounds unassisted), bending, stooping, reaching, standing, climbing and walking
- Requires vision and hearing within standard ranges and clear speaking ability