Office of Early Childhood Administrative Assistant

The Administrative Assistant for the Office of Early Childhood (OEC) works in collaboration with other members of the OEC to support the early childhood programs in the schools of the Archdiocese. The Administrative Assistant is responsible for working directly with the OEC field teams and supporting the OEC Operations Assistant and Program Associate regarding tracking personnel documentation. The primary responsibility of this position is direct administrative support to the Associate Superintendent for Early Childhood.

• →Answer and direct all incoming calls to the OEC with professionalism, patience, and respect.
• →Track, support and communicate with OEC colleagues within the Office of Early Childhood and the schools regarding PETS clearance and Department of Health Violations.
• →Provide one-to-one PETS support to school administration when needed.
• →Assist Operations Assistant, GRSS UPK Accounting and Schools with Class Management tracking.
• →Manage filing and archiving OEC documentation.
• →Accurately document all telephone communications that come into the OEC.
  • →Dispatch communications to appropriate staff members as necessary.
• →Assist the Early Childhood Associate Superintendent and the Operations Assistant with meeting
• →Assist and support the Operation Assistant with enrollment.
• →Coordinate on department calendars and scheduling of team meetings.
• →Organize, track and submit field staff timesheets, expense reports, individual monthly calendars, sick time, and vacation time.
• →Attend via Zoom all NYC DOE training as appropriate.
• →Maintain and organize all shared drives.
• →Maintain Article 43 violation tracker, identify and communicate new violations to the Associate Superintendent and notify the OEC Program Associate and the Associate Superintendent.
• →Review and submit for payment to GRSS invoices from outside consultants providing services to UPK programs.
• →Collaborate with other support staff in the Office of the Superintendent of Schools on common projects and office coverage.
• →Other duties and special projects as assigned.

• Minimum 3 years of experience in an office setting, preferably in a Catholic elementary school or similar organization.
• Business school or college experience (preferred)
• Bilingual English & Spanish is required
• Strong interpersonal verbal and written communication skills
• Knowledge of Microsoft Word, Excel, PowerPoint, Adobe Acrobat and Outlook
• Excellent organizational skills; ability to multitask utilizing time management skills
• Ability to take direction and work independently to manage various tasks
• Detail and priority oriented
• The ability to work for prolonged periods of time at workstation computer.
• Demonstrated ability to handle confidential information with discretion
• Team player attitude - assist in helping other office personnel with special projects when needed, not only those related to Early Childhood