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JOB DESCRIPTION- ASSISTANT TO THE DIRECTOR

The Assistant to the Director supports the Director in the daily operations of the Early Learning Center. This person maintains office hours from 12:00 P.M.-6:00 P.M. on days when school is in session and from 8:00 A.M.-12:00 P.M. during the school breaks. The Assistant to the Director is directly responsible to the Director. The duties include:

Administrative Services

● Provide direct assistance and support to the Director to relieve him/her of some of the urgent administrative details necessary to the effective management of the ELC.

● Serve in a liaison capacity between the Director and the staff and between the ELC and the general public on administrative matters.

● Resolve non-technical problem situations associated with the ELC operations and or call on the responsible department/vendor.

● Anticipate emergencies and act accordingly by gathering data pertaining to such emergencies for immediate action by the Director.

● Have a clear understanding of the Diocesan and ELC policies, regulations, and procedures to assist the DIrector in effectively carrying out his/her functions.

● Maintain faculty and staff professional records which include sick leave records and preparation of professional growth certificates.

● Assemble and refine material and date for the Director’s use in his/her correspondence and reports.

● Contact parents, teachers, community groups and business concerns for information required by the Director and also disseminate information from the Director to these groups.

● Maintain a high degree of confidentiality when invariably exposed to matters of a confidential nature while assisting the Director.

Office Management

● Carry out continuing routing administrative functions concerned with the daily operations of the office.

● Establish office clerical procedures and policies. Keep necessary office procedure forms available to the staff.

● Prepare operational reports required by the Hawaii Catholic Schools office. Input necessary data into the HCS Database.

● Enroll students. Prepare and maintain students files. Collect pertinent data and records from students’ previous school (if necessary).

● Organization skills

● Managerial skills

● Research abilities

● Marketing, utilizing social media is a plus

● Interpersonal, written, and oral communication skills.

Personal Qualifications

● Understanding and enthusiasm for Saint Philomena Early Learning Center and Catholic Education

● Personal Integrity

● Accepts Responsibility

● Self-Starter

● Motivated personally and can motivate others

● Ability to organize and schedule own time and activities of others effectively

● Lives up to a schedule

● Ability to work hard for sustained periods and produce results

● Ability to communicate both orally and in writing

● Personable-gets along with others

● Sense of timing and appropriateness

● Initiative and perseverance

● Capable of multitasking

● Well organized, detail oriented, driven, and proactive attitude

● Strong team member and able to work well with diverse members of the Saint Philomena Early Learning Center community

● Creative and able to think “outside of the box”