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Senior Administrative Assistant - Child Development

Department: Child Development
Reports To: Early Learning Projects Manager
Status: Regular, 40 hours per week, 12 months per year
FLSA: Non-exempt
Hiring Range: 21 ($22.42 to $24.87 per hour)
Location: Lee House
Closing Date:
 September 26th, 2017 or when filled
 
Scope
Child Development staff support Neighborhood House’s mission by contributing to the school readiness of low-income children and supporting their parents, care givers and community. The department is comprised of five programs across several sites. This position supports the Director and Associate Director of Child Development and a management team of approximately 10 staff. The position requires superior interpersonal ability, excellent planning and organization, great attention to detail, the ability to shift directions in response to changing work situations on a regular basis and the capability to work independently, under the pressure of competing priorities and deadlines. This Senior Administrative Assistant must provide exceptional internal and external customer services at all times. This position is located at our Lee House location (7315 39th Ave. S., Seattle), but will work a portion of two days a week at the Weller Building location (1225 S. Weller St, Seattle). The position will also require frequent travel between Neighborhood House locations, sometimes on short notice in order to support the needs of the program.

Responsibilities
Program Support
  • Provide a high level of administrative and planning support to the Child Development Director and Associate Director, including leading special projects, preparing reports, project management, knowledge management, and scheduling.
  • Manage Calendars for Director and Associate Director of Child Development, prioritizing program deadlines and urgent staffing needs and resolving scheduling conflicts as they arise.
  • Record and transcribe minutes for management team meetings, Policy Council meetings and other meetings as requested by the Director.
  • Maintain an organized system of tracking, monitoring, and prioritizing department level tasks and projects.
  • Provide project support for audits, reviews and other events to include planning, correspondence, documentation and other necessary tasks.
  • Review and approve hiring documentation, timesheets, and purchases to check for errors prior to submitting to the Directors for final approval.
  • Attend and participate in Office Services Team meetings. In coordination with the Office Services Manager, IT Manager and Facilities manager, ensure consistency of administrative systems throughout the Child Development department.
  • Support Directors in continually improving program systems and processes.
  • Create Purchase Orders, review invoices and support special procurements, ensuring that expenses are accurately tracked.
  • Draft staff communication and documents for the Directors.
  • Draft, compile and copy critical documents, such as compliance documents, grant packets, program reports and Board of Trustees correspondence.
  • Arrange travel and lodging for Child Development to attend workshops.
  • Organize arrangements for regular meetings and special agency events in coordination with the Office Services Team. Facilitate site reservations and food planning, ordering and serving. Relay accurate and appropriate agency information for activities, meetings and events to clients, partners, agency staff, local residents and the general public.
  • Ensure timely responses to inquiries, including acting as a liaison for internal and external partners, answering questions from staff, and routing requests appropriately.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Facilitate large purchases of equipment, curriculum, food, and/or technology for the program as the needs arise while adhering to agency procurement policies.
  • Perform other duties as assigned.
Qualifications
Minimum Qualifications
  • BA in a related field, or an equivalent combination of education, training and experience will be considered.
  • 3 - 5 years of experience with office work, providing a high level of administrative support (including but not limited to planning and developing procedures, organization of a high volume of tasks, overseeing internal systems, highly accurate data entry, providing reception support and customer service, tracking and filing of critical documents, drafting communications, answering staff inquiries, etc.) in a fast-paced environment, serving multiple customers.
  • Demonstrated ability to manage and organize multiple tasks and competing priorities, to work independently and meet deadlines in a fast-paced, team environment while maintaining constant attention to accuracy.
  • Proficiency in MS Office (including Word, Excel and Outlook) and experience creating and manipulating PDFs in Adobe Acrobat.
  • Exceptional written and verbal communication skills. Ability to communicate clearly and professionally.
  • Demonstrated ability to relate to and work effectively with individuals from diverse cultural and economic backgrounds.
  • Dependability, promptness, good judgment, initiative and willingness to learn new skills.
  • Superior customer service, organization and follow-through.
  • Ability to handle confidential and sensitive information with discretion.
  • Ability to work under pressure.
  • Must possess and demonstrate sound problem solving skills and exercise good judgment.
  • Willingness to comply with established agency performance standards which may include: productivity/personal responsibility, client/customer service orientation, embracing a team player orientation, entrepreneurialism, and maintaining a professional demeanor.
  • Willingness to comply with Head Start Standards of Conduct by promoting the unique identity of each child and family; conforming with program confidentiality; following child supervision and guidance policies; and refraining from soliciting or accepting personal gratuities, favors, or anything of significant monetary value from contractors or potential contractors.
  • Must have reliable transportation and be able to travel independently to Child Development service sites and meetings, occasionally on short notice.
  • Current Health Exam (must be obtained prior to employment {PS 1304.52}).
  • Current screening for tuberculosis (must be obtained prior to employment); rescreen as necessary.
  • Current Food Handlers certificate within 30 days of employment (maintain current certificate during employment).
  • Current First Aid certificate within 30 days of employment (maintain current certificate during employment).
  • Current CPR certificate within 30 days of employment (maintain current certificate during employment).
  • Current Blood Borne Pathogens training within 30 days of employment (maintain current training status during employment).
  • Child Protective Services (CPS) Training (within 2 weeks of employment).
  • Department of Early Learning portable background check.
  • Must pass Neighborhood House Background Check Requirement.
Desired Qualifications
  • Current or former Head Start and Early Head Start parents receive preference for employment vacancies for which they are qualified.
  • Bilingual ability.
  • Experience providing assistance to Department Directors.
  • Ability to take initiative in ambiguous situations.
Benefits
Click here for more details about our benefits program.
 
Employment Practice
Neighborhood House is an Equal Opportunity Employer. Applications are considered without regard to race, age, sex, color, creed, religion, disability, national origin, marital status, mental or physical handicap, sexual orientation (heterosexuality, homosexuality, bisexuality) and expression of gender identity or any other classification protected by law. Neighborhood House encourages and gives hiring preference to current and former Head Start parents and children. We encourage people of color and residents of the communities we serve to apply.
 
Application Procedure
Submit agency application PDF along with resume and cover letter. For your convenience, we offer several ways for you to submit your completed application: 

  • Email:
     nhjobs@nhwa.org

  • Fax:
     (206) 923-6776

In Person or Mail to:
8:00am – 5:00pm Monday-Friday

Neighborhood House
1225 S. Weller Street, Suite 510
Seattle, WA 98144
Attn: Human Resources

For more information
Inquiries may be directed to Human Resources at (206) 461-8430 or by e-mail to nhjobs@nhwa.org.