Administrative Assistant

The Administrative Assistant provides administrative and operations support to the Director of the NCEF Early Child Development Center in Naples, Florida (Collier County). Acting under general supervision, the position anticipates management or center needs daily to proactively solve problems and handle issues.

Job Description

Typical duties may include but are not limited to:

• Provides administrative assistance to the Development Center Director, including responsibilities such as managing calendars, composing correspondence, and handling travel arrangements.
• Works in early childhood classrooms as needed.
• Serves as the liaison to various constituents through correspondence, phone, and in-person contact, including responsibility for unit reception and assisting with daily operational tasks as assigned by the center Director.
• Works in ProCare software management system to manage billing, waitlist, and other aspects of software.
• Assists Director with completion of initial and annual FL DCF Child Care Licensing requirements. Assists in self-study for NAEYC Accreditation and ongoing renewal. Assists with the completion of annual VPK and School Readiness contracts through the Early Learning Coalition of Southwest Florida.
• Assists Director in reviewing records regularly to ensure all required licenses remain up to date. Coordinates inspections necessary for licensure and licensure renewal.
• Coordinates the scheduling of parent/teacher conferences and including communication and follow-up.
• Maintains Development Center website and works with FGCU website personnel to make updates as needed.
• Collects information, conducts research, and prepares materials for use in discussions, meetings or for decision-making purposes.
• Assists in creating, editing, finalizing, and maintaining constant updates for the policies and procedures manual required by DCF Licensing.
• Creates or maintains unit filing systems or workflows and maintains confidential information. Collects data needed for various reports.
• Drafts or reviews correspondence or other documents.
• Maintains office supply inventory, interacts with vendors, or serves as contact for space, equipment or facility issues.
• May supervise or serve as a lead for other staff, including students.
• Provides transactional maintenance of funds and accounts. Processes Child Care Food Program (CCFP) submissions for reimbursement and assists Director with annual CCFP Contract.

Other Duties  

• Performs other job-related duties as assigned.

Additional Job Description

Required Qualifications:

• This position requires a high school diploma and six years of full-time experience directly related to the job functions.
• Experience operating a personal computer and proficient with Microsoft Office (Word, Excel, Access, and Outlook).
• 45 clock-hour childcare training as required by the Department of Children and Families. Training must begin and be completed within 30 days of hire.
• An additional 9 school readiness training as required by the Department of Children and Families. Training hours within 30 days of hire.
• CPR certified within 90 days
• First Aid certified within 90 days
• Any appropriate combination of relevant education, experience, and/or certifications may be considered.

Preferred Qualifications:

• Bachelor's Degree from an accredited institution in an appropriate area of specialization.
• Work experience in a higher education setting.
• Experience with Workday.
• Experience with ProCare or similar software program.

Knowledge, Skills & Abilities:

• Knowledge of general office procedures.
• Ability to Complete the DCF 45-hour childcare training.
• Ability to Complete the DCF 9-hour school readiness training.
• Ability to Complete CPR training.
• Ability to Complete First Aid training.
• Knowledge of budget control principles, practices, and procedures.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational skills and an ability to prioritize and complete simultaneous projects when numerous and complex demands are involved.
• Ability to operate personal computers with proficiency and learn new applications and systems.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to work successfully as both a member of a team and independently with minimal supervision.
• Ability to think critically and creatively, have a high standard of integrity, and be motivated to incorporate best practices into the organizational structure.
• Ability to effectively manage the work of others by providing information, guidance, and motivation.
• Ability to interpret and apply laws, regulations, policies, and procedures consistently.
• Ability to analyze and solve problems, draw valid conclusions, and/or develop appropriate alternatives where applicable.
• Ability to maintain confidentiality and discretion at all times.

Pay Grade 15

This position is partially grant funded with anticipated refunding. Although renewal of grant is expected, position is contingent upon renewal of grant.

FGCU is a State University System of Florida member and an Equal Opportunity and Equal Access employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or protected veteran status.