Administrative Assistant - FT

About Jack & Jill Center

Since 1942, Jack & Jill Center, a 501(c)(3) nonprofit organization, has served more than 30,000 children and families through comprehensive early education and family strengthening programs. We are wholeheartedly committed to our mission of strengthening children and families through innovative education, supportive programming, and community engagement.

Each day, we strive to ensure that every child and family reaches their full potential. We live out our core values by treating others with respect and the highest degree of integrity, and by practicing effective communication to foster clarity and understanding in every interaction. We embrace innovation by encouraging creative solutions and continuous improvement. Through teamwork, we cultivate a dedicated and unified staff passionately working toward one common mission.

At Jack & Jill Center, we take great pride in serving not only children, but also their parents, guardians, and members of our broader community. As we enter our next chapter, we remain committed to adapting to the evolving needs of those we serve—and to continuing to make a meaningful, lasting impact on their lives.

Position Summary

The Administrative Assistant is a dedicated and detail-oriented professional who provides essential administrative support to ensure the smooth operation of the Early Education Program at Jack & Jill Center (the "Center"). This role is central to supporting staff, children, and families by managing day-to-day administrative processes, ensuring compliance with organizational standards, and fostering positive communication across stakeholders.

Primary Position Responsibilities

The Administrative Assistant will collaborate closely with program leadership, staff, families, and volunteers, serving as a vital point of contact for administrative and operational functions, with the goal of enhancing program efficiency, safety, and overall effectiveness.

Key responsibilities include:

• Customer Service
  Provide exceptional customer service to parents, visitors, and program participants by answering inquiries, providing information, and addressing concerns in a friendly and professional manner. Maintain positive relationships with teammates, parents, donors, funders, and vendors while ensuring confidentiality at all times. Record and distribute calls and messages in a courteous and timely manner.

• Visitor and Volunteer Management
  Monitor the front door and greet visitors professionally. Coordinate and manage the registration, sign-in/out process, and activities for visitors and volunteers. Support volunteer scheduling and documentation while maintaining an organized and welcoming front office environment.

• Safety
  Assist in implementing safety procedures and protocols to ensure the well-being of children, team members, and visitors. Conduct regular safety checks and promptly report concerns or incidents to school leaders. Follow and enforce the Center’s fire drill policies.

• Attendance Management
  Maintain accurate attendance records for children. Monitor attendance patterns, follow up with parents and staff as necessary, and ensure reconciliation of daily sign-in/out sheets. Enter attendance data into the school software program, distribute and collect incident or health concern forms, notify parents of student illnesses, and obtain written documentation for absences. Communicate promptly with school leaders about attendance concerns.

• Enrollment
  Register new families in ProCare and maintain updated accounts. Collect required health documentation, print and collect signed monthly timecards, and ensure parents complete and sign monthly absence forms.

• Operational Support
  Maintain accurate staff attendance records, prepare daily teacher schedules, and arrange substitute teachers as needed while tracking their sign-in/out. Ensure accurate daily meal counts are recorded for each classroom.

• General Administrative Tasks
  Perform filing, data entry, scheduling, document preparation, and supply management. Assist with event planning and coordination, provide scheduling support for parent-teacher conferences, school events, and meetings, and ensure the lobby and entrance areas remain clean and welcoming.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, activities, and hours worked may change or be assigned at any time with or without notice.

EEO STATEMENT

Jack & Jill Center is an equal opportunity employer. All employment activities will be conducted in a manner to assure equal opportunity for all and will be based solely on the individual merit and fitness of applicants, candidates and/or employees without regard to race, color, religion, creed, gender, gender expression, age, national origin, sexual orientation/preference, marital status, pregnancy, disability, veteran’s status, or any other characteristic protected by law. In addition to federal law requirements, Jack and Jill complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.

The Administrative Assistant possesses the following minimum qualifications:

• Associates degree; bachelor's degree preferred.
• Must be certified in CPR/First Aid and required to keep certification current.
• DCF 45 hours required (60 days allowance period).
• Two years of experience as a receptionist or other relevant administrative experience.
• Passionate about the mission and values of the Center.
• Proper documentation to work in the United States.

Work Schedule

• The Administrative Assistant will work from 6:45 a.m. to 3:45 p.m., inclusive of a one-hour lunch break, Monday through Friday.

Ideal Candidate

• Possess excellent people skills with the ability to build positive relationships with children, families, staff, and community partners.

• Demonstrate strong organizational and time management skills, with the ability to prioritize and manage multiple tasks effectively.

• Exhibit professionalism, discretion, and sound judgment, maintaining confidentiality at all times.

• Show proficiency in Microsoft Office Suite and be comfortable learning and using administrative software such as ProCare.

• Be adaptable, proactive, and committed to fostering a collaborative, welcoming, and customer service–oriented environment.

Why Work With Us?

Working at Jack & Jill Center may be one of the most rewarding experiences of your career. Here, your skills and passion directly contribute to transforming young lives and setting children on a path filled with opportunity. As a valued member of our team, you’ll be part of a community of educators, administrators, and professionals who are committed to creating an enriching and inclusive environment for both learning and work.

We also offer:

• Discounted childcare
• Comprehensive medical, dental, and vision coverage
• Ancillary benefits: STD, Critical Illness, Hospitalization
• Group LTD & Life Insurance
• Paid Time Off (PTO) and 11 Observed Holidays
• Paid Winter Break: December 24, 2026, to January 1, 2027
• Retirement matching program
• Opportunities for personal and professional growth

Join us and be part of a team that makes an impact every single day!

Application Deadline: May 10, 2026

Application materials will be reviewed on a rolling basis until the deadline date. Early applications are encouraged.