Position Title:Administrative Assistant III
Department:Early Childhood Learning Center
Reports to:Director of ECLC
Prepared By / Date:Andrea Wendland / 05-09-2024
Approved By / Date:MLC Administrative Council / 05-09-2024
FLSA Status:Non – Exempt
FTE0.744 FTE – Regular Part – time
Pay Grade:16

SUMMARY

The position provides support for the Director of ECLC, is the first point of contact for parents and visitors of the Center, provides support for the Lead Teachers within the infant, toddler and preschool classrooms and assists by carrying out daily routine, training and educating on procedures as directed at the Martin Luther College ECLC.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The responsibilities and duties of the position shall include, but are not limited to, the following:

  • Communicates effectively via phone, email and in-person.
  • Meets and greets parents and visitors.
  • Answers phone calls, receives e-mails, and transfers questions to appropriate individuals.
  • Enrolls children, keeps an accurate waiting list, and maintains enrollment information.
  • Maintains student and employee files as required for licensing purposes.
  • Mails information packets to prospective families and interested parties.
  • Schedules tours with prospective families for the director or lead teacher.
  • Prepares and keeps current a parent handbook, prepared by the director.
  • Advertises and promotes events.
  • Schedules parent information sessions, parent orientation meetings, and parent-teacher conferences.
  • Works with the Admissions Department scheduling Focus on the Ministry visits and other campus-related visits.
  • Organizes the Center’s representation at community and church functions.
  • Assists in budget preparation with the director.
  • Collects, records, and deposits tuition and fees, and maintains petty cash fund for childcare billing services.
  • Shares responsibility as a contact person for the Brown County Interoffice Agency.
  • Records students’ attendance and payments from Brown County Family Services.
  • Contacts catering services for needed meals and food.
  • Obtains and schedules additional help (substitute teachers, cleaners, college student workers).
  • Keeps license requirements current.
  • Files work order requisitions and follows up on the status of completion.
  • Files synod and state reports with the director.
  • Emails weekly parent newsletter submitted by the director.
  • Maintains director’s calendar.
  • Purchases and maintains inventory of consumable and non-consumable supplies with budgetary funding.
  • Maintains and updates the website.
  • Works flexible scheduled shifts ranging from 7:00 a.m. to 5:30 p.m.
  • Works with and interacts with children ages 6-weeks to kindergarten on a daily basis, assisting in the classroom, throughout the Center, and supporting teachers as needed.
  • Conduct other job-related duties and functions as assigned.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

QUALIFICATIONS AND CORE COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • An active member of the Wisconsin Evangelical Lutheran Synod (WELS) or church body in fellowship with the WELS.
  • A deep commitment to the mission and core values of WELS and Martin Luther College and an ability to apply that commitment in the performance of daily responsibilities.
  • Ability to represent Martin Luther College in a friendly and professional manner, as an effective and experienced written and oral communicator, and with customer service and helpfulness to faculty, staff, students, parents, prospective students, prospective and currently enrolled childcare children and their families, congregations, schools, local businesses, vendors, contractors, the community, and the general public.
  • Excellent interpersonal and organizational skills with strong attention to detail and time-management skills to meet deadlines.
  • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form, including problem-solving skills.
  • Ability to handle confidential information appropriately while abiding by privacy laws.
  • Exemplify ownership of and demonstrate pride in the fulfillment of responsibilities and tasks.
  • Ability to work independently and cooperatively as a team member in a productive proactive environment with Lead Teachers, Student Teachers, and others.
  • Ability to use appropriate levels of sound judgement with independent decision-making.
  • Ability to multi-task and comfortable working in a fast-paced environment.
  • Exhibits a friendly, caring, encouraging, outgoing and positive attitude throughout the workday and in all interactions.
  • Ability to listen with attention, establish reciprocal communication, to be thoughtful and professional, and considerate of others.
  • While representing the college, the employee must display exceptional professionalism in actions, conversation, conduct, appearance, hygiene and dress.
  • Understanding or willingness to learn childcare licensing laws and compliance.
  • Demonstrated proactive leadership and initiative in developing and implementing appropriate goals.
  • Ability to work independently and cooperatively as a team player is required.
  • Excellent written and oral communication, interpersonal, analytical and organizational skills with strong attention to detail and deadlines.
  • Must have strong computer knowledge, experience and proficiency with web content systems, Microsoft Office Suite including Access, Excel, Word and Publisher.

EDUCATION AND/OR EXPERIENCE

  • A high school diploma or general education degree (GED) is required.
  • A Bachelor of Science Degree in Education, with Early Childhood Education as a focus is preferred.
  • At minimum of three years of administrative experience or related work is preferred.
  • Basic understanding of accounting practices and principles is required.
  • Three to five years of experience in a childcare or similar setting is preferred.
  • Has an understanding of Child Development for ages birth to kindergarten is preferred, including knowledge of and experience with the High Scope philosophy and curriculum.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate, and talk or hear. The individual is regularly required to sit, stand, balance, kneel, walk, bend, sway body, use knees to rock a rocking chair, get down on the floor and get up off the floor frequently with quick physical reactions and the ability to lean over waist high objects. The position requires frequent mobility, frequent walking, walking backwards and standing or moving for the entire workday with moderate to heavy physical exertion. Employee may utilize child size furniture and is required to be able to get up and down. This individual is frequently required to use hands to finger, handle, or feel, manipulate objects, tools or controls. The employee is regularly required to stand, balance, coordinate and reach with hands and arms. This individual must regularly lift and/or move up to 40 pounds on a regular basis. Employee must be able to push a stroller carrying up to six (6) children. Manual dexterity and coordination are required for 10% (80% for administrative) of the work period while operating office-related equipment such as phones, computer, computer keyboard, mouse and similar office and classroom machines. The position requires vocal communication by means of the spoken word, and hearing is required to perceive information. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment fluctuates between low, to moderate to moderately high. This environment is exposed to Martin Luther College approved chemicals. Proper use of Personal Protective
Equipment (PPE) is required. This position does not require travel. This position is not authorized for permanent telecommuting. This position may apply for short-term telecommuting during regularly stated office hours with consideration for essential in-person responsibilities.

COMPENSATION

Salary is negotiable and commensurate with responsibilities and experience. This is a 0.744 FTE (average of 29-hours weekly, not to exceed 129-hours per calendar month) regular part-time, year-round, non-exempt hourly position with employee paid benefits.

APPLY ONLINE

Click this link to apply online. Open until filled.

Direct all inquiries to Human Resources
507-354-8221
hr@mlc-wels.edu