Administrative Assistant na Mary Crane Center

Description

Empower Families. Strengthen Communities. Change Lives.

Do you believe that every strong program starts with strong organization and support? Are you detail-oriented, great with people, and ready to help a mission-driven team make an impact every day?

If so, we’d love to welcome you as an Administrative Assistant at Mary Crane Center.

Position Summary

As an Administrative Assistant, you’ll keep our centers running smoothly by supporting site operations, assisting with family engagement activities, and ensuring accurate documentation across programs. You’ll play a vital role in helping staff and families stay connected, informed, and supported.

What You’ll Do

Keep Operations Running Smoothly

• Handle record-keeping requirements for all programs at the center
• Prepare correspondence, reports, and project materials
• Maintain general ledgers, check requests, and purchase orders
• Assist the Site Director in monitoring budgets and managing administrative communications

Support Families and Staff

• Collaborate with the Family Worker to process family intakes, Head Start, and Child Care enrollment applications, and assist with redetermination
• Help plan and coordinate parent meetings, committee meetings, and volunteer activities
• Participate in  family reviews and establish positive, professional relationships with families served
• Provide administrative support for providers’ services in areas such as disabilities and health

Maintain Accurate Documentation

• Prepare reports and maintain attendance, demographics, parent fee collections, and current enrollment lists
• Establish and maintain organized filing and retrieval systems for children, staff, volunteers, and accounting records
• Ensure timely and accurate data entry to support compliance and program reporting

Collaborate Across Teams

• Work closely with the Site Director, Head Start Manager, Family Worker, and other content specialists
• Actively participate in meetings, trainings, and committees, including management, parent, and agency events
• Provide administrative support as assigned

Other Duties As Assigned

Requirements

Education and/or Experience:

• Associate of Arts (A.A.) Degree in Business Administration
       AND
• At least one year of administrative experience

Skills & Qualifications

• Excellent oral and written communication skills
• Strong organizational and record-keeping abilities
• Ability to maintain confidentiality and professionalism
• Detail-oriented with a logical, problem-solving approach
• Proficiency in word processing and computer applications
• Ability to work collaboratively in a team-oriented, fast-paced environment
• Flexible and adaptable to changing priorities
• Commitment to continuous professional development
• Bilingual (English/Spanish) preferred

Language Skills

• Ability to read and speak English proficiently.
• Bilingual-Spanish preferred.

Physical & Work Environment Expectations

• Ability to lift up to 30 pounds and perform physical tasks such as bending, reaching, standing, and sitting for extended periods
• Regularly required to talk, hear, use hands, and move throughout the workspace
• May require more than 40 hours per week during busy periods
• Travel between sites and attendance at trainings, in-services, and home visits may be required
• May be assigned to multiple agency locations based on program needs
• Typical work environment includes internal office space with moderate to high noise levels

Why Join Mary Crane

• Be part of a mission-driven organization that supports children and families
• Join a collaborative, supportive team dedicated to community impact
• Access comprehensive benefits, including medical, dental, vision, and paid time off  (eligibility varies by role and hours worked)
• Grow your career through ongoing professional development and training opportunities

Ready to Support the Mission?

If you’re organized, compassionate, and ready to make a meaningful impact, we invite you to apply today and join Mary Crane Center in helping families thrive and communities grow stronger.

Mary Crane Center is an Equal Opportunity Employer and does not discriminate based on race, religion, color, sex, sexual orientation, gender identity, age, national origin, veteran status, or disability.

Reasonable accommodations will be provided as required by law. To request accommodations, please contact 773-242-2881 x2866.