Administration Assistant

Job Summary

The Preschool Administrative Assistant manages front-office operations, registration and enrollment workflows, administrative systems, community outreach, and school events. This role requires exceptional organizational skills, high attention to detail, unwavering punctuality, and outstanding oral and written communication proficiency. Key priorities include serving as the primary articulate voice of the school, guiding families through scholar registration and enrollment, maintaining compliant scholar and staff records, coordinating community gatherings, and supporting school leadership with daily operational efficiency.

Core Administrative Responsibilities

• Communication & Correspondence: Draft, proofread, and punctually distribute professional parent newsletters, announcements, school-wide emails, and emergency notifications; maintain a warm, clear, and articulate oral communication style with families, staff, and visitors.
• Registration & Scholar Enrollment: Facilitate the complete scholar registration and enrollment pipeline; articulate enrollment requirements clearly to prospective families, assist with intake paperwork, collect health/immunization records, maintain waitlists, and accurately update enrollment software.
• Front Desk & Visitor Management: Serve as the primary point of contact for current and prospective families; handle incoming phone calls, emails, and school inquiries with promptness, accuracy, active listening, and professionalism.
• Records & Compliance Organization: Maintain meticulously organized scholar, family, and staff files in strict adherence to state early childhood licensing regulations (immunization records, emergency forms, attendance logs).
• Admissions & Billing Support: Track tuition payments, process daily check-in records, reconcile enrollment fees, and issue clear, timely billing notices.
• Event Planning & Coordination: Plan, organize, and execute internal staff appreciation events, staff meetings, and family/community gatherings (e.g., open houses, seasonal festivals, graduation ceremonies, parent socials).
• Community Outreach & Engagement: Assist school leadership with prospective family outreach, enrollment drives, marketing initiatives, community networking, and managing local partnership communications to drive scholar enrollment.

As-Needed Responsibilities (Classroom & Personal Care)

• Classroom Relief Coverage: Punctually provide occasional or emergency classroom coverage during staff breaks, teacher planning periods, or unforeseen absences to maintain state-mandated scholar-to-staff ratios.
• Instructional & Supervision Support: Assist classroom staff during coverage periods by engaging scholars in age-appropriate activities, supervising indoor/outdoor play, and helping with meal or nap routines.
• Toileting & Personal Hygiene Assistance: When assigned to classroom coverage, assist scholars with toilet training routines, restroom supervision, wiping, and proper handwashing guidance.
• Diapering & Accident Cleanup: Perform as-needed diaper changes following strict state health and sanitization protocols, and assist scholars with clothing changes following bathroom accidents or messy play.
• Incident Reporting: Administer basic First Aid for minor injuries during classroom coverage, document incident reports, and notify administration and parents promptly.

Qualifications & Requirements

• Communication Proficiency: Exceptional verbal and written communication skills, including strong writing, proofreading, active listening, and public presentation skills.
• Organization & Punctuality: Proven organizational and time-management skills, event planning capabilities, meticulous record-keeping ability, and a demonstrated track record of strict punctuality and dependable attendance.
• Education: High School Diploma or GED required; Associate degree, Child Development Associate (CDA), or ECE coursework preferred.
• Experience: Minimum 1–2 years of office administration, student registration, event planning, or customer service experience; prior experience in a school or early education setting is preferred.
• Certifications: Current Pediatric CPR and First Aid Certification (or willingness to obtain within 30 days of hire).
• Clearances: Must pass state/federal background checks, FBI fingerprinting, child abuse registry clearances, and required medical/TB screenings prior to employment.

Physical Requirements

• Ability to transition rapidly between a standard office workspace, event setups, and active classroom or playground environments.
• Ability to bend, stoop, kneel, sit on the floor, and lift up to 40 lbs when organizing events, providing classroom coverage, or assisting scholars.

Aim High Leadership Centers ensure excellence and equity to all scholars by providing a high quality program in a developmentally appropriate and nurturing environment. Our learning environments are play-based and scholar-centered. Aim High is unique in that we view every scholar as an expert learner whose needs can be met through multiple means/opportunities of representation, engagement, and expression. Aim High ensures the success and inclusion of all scholars by employing the concepts of Universal Design for Learning and Differentiated Instruction through creativity and inquiry. All our scholars are provided with equal opportunities to learn through the visual arts. We don't believe in a one-size-fits-all solution but rather flexible approaches that can be customized and adjusted for individual needs. At Aim High, Excellence and Equity leads to Efficacy and Empowerment. Having high expectations for our scholars leads them to reaching their greatest potential everyday.