The incumbent in this position supports and coordinates a fast-paced office and provides secretarial support to the staff of the School for Young Children. The position serves as a liaison between SYC and the university community by interacting with students, faculty, staff and administration. Exceptional communication and computer skills, as well as organizational abilities are required in order to perform this job successfully.

Responsibilities (Include but are not limited to)

• Acts as a receptionist for the School; answers and screens telephone calls, receives visitors, and fields general inquires. Opens and distributes mail appropriately and prepares outgoing mail in accordance with mail room policies. Conducts office filing and photocopying tasks.
• Maintains staff and child files and records in accordance with licensing regulations and accreditation guidelines. Periodically assesses emergency contact information for children and staff to ensure most current information and ensures the updated information is housed in the school's evacuation bag and in the proper classroom and/or Backpack bag(s).
• Monitors files that house various school forms to ensure ample copies are readily available. Such files include those for family school forms, hiring forms, and teaching staff forms (lesson plans, accident/incident forms, annual appraisal forms, etc.)
• Coordinates the annual enrollment process for the Preschool Summer Camp programs. Oversees open enrollment and prepares and distributes acceptance information to families. Monitors ongoing changes to the enrollment information based on family changes.
• Prepares the school forms packet and distributes to accepted families. Monitors the return and completeness of school forms.
• In collaboration with the Director and Assistant Director, updates enrollment forms and family handbook annually.
• Performs enrollment data entry tasks such as student data, family contact, and billing information. Maintains up-to-date family e-mail list for PAC and office staff. Analyzes enrollment databases and creates enrollment, tuition collection, and demographic reports as requested.
• Performs as liaison to the financial department in regard to billing. Creates data reports in regard to tuition collection and monies received from other agencies, such as the SR council and DSS. Monitors the tuition aging reports and facilitates the tuition collection system.
• Performs as the liaison with the Nurse Consultant to monitor the health records for children and staff. Informs families in regard to health forms, immunizations, expired medications, and annual flu shots as needed to maintain compliance with OEC regulation standards. In collaboration with the contracted nurse, monitors the return and completeness of Medication Administration forms and accompanying medications. Prepares Allergy Alert lists for teachers. Monitors expiration dates on medications and medication orders throughout the year and obtains new forms/medications when necessary. Ensures that classroom and Backpack bags are adequately stocked with medications and forms.
• Supports administration in monitoring the OEC licensing regulations such as preparing reports, filing documentation, and preparing and seeking signatures for the annual consultant contracts.
• Monitors the collection of permissions for kindergarten transition forms, as well as the forms themselves. Sends permissions and forms to the West Hartford Public Schools by due date.
• Monitors and maintains adequate office supplies and medical supplies.
• Coordinates Pizza Friday program to include advertisement, collection of monies, and ordering and distribution of pizza.
• Coordinates the annual registration process for the Keefe-Bruyette Symposium to include data entry, placing participants in workshops and monitoring workshop size, and the collection of all registration fees. Assists with event preparations such as ordering supplies and printing name tags, as well as with the registration process on the day of the event.
• Serves as a Teacher Assistant in the classroom each day from 3:30-5:30 or on an as-needed basis to assist the classroom teacher with all aspects of the classroom routine."
• Continues to grow professionally by attending staff meetings, workshops, courses, and other sources of professional development (reading, networking, etc.)

• High School diploma or equivalent required; Associates or Bachelors degree preferred.
• Two to three years experience as an administrative assistant strongly preferred
• Experience in a school setting a plus
• Demonstrated ability to work collegially, balance and prioritize assignments, manage multiple projects, problem solve and offer secretarial support to more than one person
• Strong organizational, interpersonal, and customer service skills
• Ability to work in a fast paced, customer service environment with patience, flexibility and attention to detail
• Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management). Familiarity with specific applications used by the University a plus.
• Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents
• Cultural competency to work with diverse student and/or employee population.
• Demonstrated ability to recognize and appropriately handle matters of a confidential nature
• Professional, courteous demeanor and appearance; ability to work professionally with students, faculty, staff and administration and represent the University professionally to the public
• Ability to perform library and community research
• Physical ability to perform essential functions of the position, as noted below, with or without reasonable accommodation.
• Cultural competency to work with diverse student and/or employee population
• Commitment to the mission of the University of Saint Joseph
• Physical ability to perform the essential functions of the position, with or without reasonable accommodation.

Benefits:

• 403(b) with employer match
• Medical/Dental/Vision insurance
• Life insurance
• Paid time off & 13 paid holidays
• Parental leave
• Tuition Waiver (include spouse & dependent waivers)
• Long-Term Disability insurance
• Employee assistance program
• Flexible spending account
• Health savings account
• 529 CHET savings plan
  

NON-DISCRIMINATION & TITLE IX INFORMATION

ACCOMMODATIONS FOR APPLICANTS WITH DISABILITIES INFORMATION

The University of Saint Joseph believes it must play an active role in creating a community of employees that is diverse, inclusive and equitable. Our work benefits greatly from the contributions of people of color, people from different socioeconomic backgrounds, women, LGBTQ+ people, and individuals with disabilities. Hence, we strongly encourage applications from people with these identities or who are members of other marginalized communities.