Early Learning Administrative Assistant

Mission: Northshore Christian Academy partners with families to provide a superior Christian education developing spiritual, academic, and personal excellence in a Christ-centered environment.

Vision: To transform our communities by graduating resilient disciples of Christ who are spiritually equipped and academically prepared to be the leaders of tomorrow.

Summary

The Adminstratvive Assistant supports the smooth, organized, and welcoming operation of the Early Learning Division. This role assists leadership, families, and teaching staff through accurate recordkeeping, responsive communication, enrollment coordination, and dependable daily office support. The position works under the direction of the Early Learning Director or Assistant Director.

Required Qualifications

· Must meet Washington State licensing requirements for a childcare center director, including applicable education, experience, training, and verification requirements.

· Maintain all required qualifications and credentials throughout employment.

Parent & Visitor Communication

· Greet families and visitors warmly and professionally; follow visitor identification and sign-in procedures.

· Answer calls and emails promptly and direct questions to the appropriate team member.

· Share approved reminders, announcements, forms, and calendar updates with families.

· Protect family privacy and maintain confidentiality of child, parent, and staff information.

· Escalate complaints, sensitive matters, and safety concerns to leadership rather than making independent commitments.

Daily Office & Center Operations

· Maintain an organized front desk, shared files, forms, office supplies, and communication materials.

· Monitor administrative deadlines and help prepare daily attendance or enrollment reports.

· Coordinate deliveries, maintenance requests, and supply orders within approved procedures.

· Assist with event logistics, calendars, newsletters, and classroom communications as assigned.

· Support smooth arrival and dismissal procedures without replacing required classroom supervision.

Staff & Leadership Support

· Assist leadership with staff schedules, meeting materials, and approved communications.

· Help track onboarding documents, training records, and credential expiration dates as assigned.

· Coordinate substitutes or coverage requests only with leadership approval and within staffing requirements.

· Prepare, organize, and file administrative documents and reports.

· Communicate concerns or operational gaps to the Director or Assistant Director promptly.

Health, Safety & Compliance Support

· Keep required records organized and accessible to authorized personnel.

· Monitor document expiration dates and notify leadership about missing or outdated items.

· Follow established procedures for illness notifications, incidents, emergency contacts, and emergency preparedness.

· Immediately report suspected safety hazards, supervision concerns, or urgent incidents to leadership; take immediate protective action when needed.

· Follow center policies and applicable licensing rules; do not independently interpret or change regulatory requirements.

Classroom Coverage & Staff Break Support

· Provide classroom support and step into classrooms as needed to maintain safe supervision, required staffing ratios, and continuity of care.

· Assist with teacher lunch coverage and rest breaks as needed, coordinating with leadership and classroom staff to ensure adequate coverage.

· When assigned to a classroom, actively supervise and engage with children, follow classroom routines and health and safety procedures, and complete required attendance or transition checks.

· Communicate coverage needs or staffing concerns promptly to the Director or Assistant Director; classroom coverage takes priority over routine office work when child safety requires it.

Professional Expectations

· Demonstrate professionalism, kindness, reliability, attention to detail, discretion, teamwork, and timely follow-through.

· Communicate clearly, maintain accurate records, and support a welcoming environment for every family.

· Abide by the Moral Code of Conduct Agreement

· This position does not manage or supervise other employees.

Time Requirements:

Full-time, 2080 annual hour position with benefits

Educational & Experience Requirements

· STARS

· Previous employment or volunteer experience in ministry area preferred

· Christian commitment, testimony, and living a consecrated life devoted to Jesus Christ as Lord and Savior