Job Description for: Receptionist /SIS Coordinator
Exemption Status: Full Time, Hourly/Non-Exempt
Organization Overview
Educare West DuPage is a state-of-the-art early childhood school that gives under-resourced young children and their families in West Chicago a strong start for a successful future. Educare promotes school readiness by implementing effective programming aimed at preventing the development of an achievement gap in the early years. Educare West DuPage is part of a larger national network that serves as a platform for broader change, inspiring high-quality programs in communities, improving public policies within each state, and demonstrating a comprehensive approach to the first five years of life and learning.
Position Summary
Under the direct supervision of the Director of Finance and Administration, the receptionist will act as the building receptionist and a shared program assistant. They will ensure workplace protocols and procedures are followed without deviation. The receptionist supports the culture and climate of the facility by being the first staff member encountered by all who enter into the school. They must ensure timely and accurate communication with Educare staff and the families served. The Receptionist provides support to the administrative and program staff. This position requires a welcoming and supportive attitude toward families, visitors and staff at all times. It is a highly visible role within a fast-paced early childhood school environment. The incumbent must demonstrate strong interpersonal and organizational skills. This position requires a friendly, dependable, detail-oriented and resourceful person.
Exemption Status: Full Time, Hourly/Non-Exempt
Reporting Relationship
Director of Finance and Administration
Essential Duties and Responsibilities
Duties and responsibilities include the following; other duties may be assigned:
Reception Duties
Administrative Support
Record-keeping and reporting
Organization Overview
Educare West DuPage is a state-of-the-art early childhood school that gives under-resourced young children and their families in West Chicago a strong start for a successful future. Educare promotes school readiness by implementing effective programming aimed at preventing the development of an achievement gap in the early years. Educare West DuPage is part of a larger national network that serves as a platform for broader change, inspiring high-quality programs in communities, improving public policies within each state, and demonstrating a comprehensive approach to the first five years of life and learning.
Position Summary
Under the direct supervision of the Director of Finance and Administration, the receptionist will act as the building receptionist and a shared program assistant. They will ensure workplace protocols and procedures are followed without deviation. The receptionist supports the culture and climate of the facility by being the first staff member encountered by all who enter into the school. They must ensure timely and accurate communication with Educare staff and the families served. The Receptionist provides support to the administrative and program staff. This position requires a welcoming and supportive attitude toward families, visitors and staff at all times. It is a highly visible role within a fast-paced early childhood school environment. The incumbent must demonstrate strong interpersonal and organizational skills. This position requires a friendly, dependable, detail-oriented and resourceful person.
Exemption Status: Full Time, Hourly/Non-Exempt
Reporting Relationship
Director of Finance and Administration
Essential Duties and Responsibilities
Duties and responsibilities include the following; other duties may be assigned:
Reception Duties
- Responsible for receptionist duties and staffing during designated hours.
- Receive visitors, which includes understanding the purpose of their visit, and guiding them to appropriate program staff
- Greet visitors entering in a professional manner while restricting their access to the school until proper staff escort is available
- Provide administrative support to direct report manager and other colleagues as needed
- Oversee general appearance of office, conference room, and other public areas
- Answer and direct incoming calls on multi-line telephones
- Communicate effectively with department staff, parents, and children
- Maintain accurate visitor log
- Effectively communicate key information about Educare’s program and services
- Maintain schedule for facility/space reservations
- Maintain appointments for visitors, parent/staff meetings, and trainings
- Complete temporary work assignments as needed
- Make copies, collate, bind and staple, and file documents and reports as needed.
Administrative Support
- Provide calendar and meeting support to the Leadership team
- Coordinate program calendar of events, meetings and upcoming deadlines
- Draft and proofread correspondence for review as directed by the Leadership team
- Organize and execute mailings via USPS, FedEx, UPS, and e-mail
- Manage and monitor office resources and supplies
- Assist management staff with developing procedures and forms as needed
- Create yearly school calendar and monthly calendars for parents and classroom display
- Receive mail, coordinate mail delivery in a timely manner to appropriate staff
- Inventory control of health/safety and office supplies.
- Prepare meeting notices, agendas, meeting minutes and packets for all meetings including committees and the Educare Board of Directors in a timely and efficient manner.
- Operate office machines such as fax machines, copiers and printers. Assist with proper use by staff
- Attend trainings and meetings as required
Record-keeping and reporting
- Gather and compile information for program and monthly reports or records
- Maintain copies of staff professional development and training certificates and hours
- Input all required data into the Student Information System (SIS) and related applications, while ensuring the data supports the compliance of state reporting requirements
- Assist in gathering and completing reports and information for reporting requirements
- Act as initial contact for the program when necessary
- Prepare informational and public relations materials for program visitors
- Other duties within the scope of the job description, as assigned
- High School degree or equivalent required
- Associates degree preferred with 3+ years administrative experience
- Bilingual in English and Spanish (reading, oral, and written communication)
- Demonstrated experience with secretarial tasks and computer software such as database systems,
- Microsoft Office: Word, Excel, Power Point.
- Familiarity with search engines for navigating the internet is required.
- Ability to work confidentially with sensitive/personal data is mandatory.
- Must possess excellent organizational skills and be able to prioritize with minimal supervision. Experience with participants from diverse ethnic and cultural backgrounds is essential.
- Experience with early childhood programs is also preferred.
- Must be bilingual in English and Spanish (reading, oral, and written communication)
- Demonstrate attentiveness, a well-groomed appearance, initiative, loyalty, maturity, respect for confidentiality and discretion
- Be familiar with interpersonal, social and business etiquette
- Must be punctual and remain at their post until relieved by assigned staff
- Must to able to work with a low income, culturally and linguistically diverse population
- Ability to work effectively as a member of a team.
- Willing to obtain food handlers license; Food Protection Manager’s certification preferred.
- As appropriate or relevant, engage in active supervision of children, which, requires focused attention, and intentional observation of children at all times. Staff position themselves so that they can observe all of the children: watching, counting, and listening at all times. They also use their knowledge of each child's development and abilities to anticipate what he/she will do, then get involved and redirect them when necessary. This constant vigilance helps children learn safely.
