Senior Administrative Assistant - Upbring

Overview

About Upbring 

At Upbring, we are servants on a mission to break the cycle of child abuse. We are warriors, brave as the thousands of Texas Children and families we serve. We stand up for those who can’t speak for themselves. We are a family who values innovation, empathy, patience, understanding and trustworthiness.  

What You'll Do

The Senior Administrative Assistant will provide administrative and clerical support to the administration staff and is primarily responsible for managing the credit card and procurement administrative processing of Head Start. This position will be responsible for the digital records management for the Head Start program in accordance with Upbring’s, Program, and Federal regulatory requirements.

Our Upbring staff members are servant-leaders on the pursuit of breaking the cycle of child abuse and empowering others to do the same through example while embodying our core values: We are Warriors. We are Servants. We are Family.

*This position is year-round and scheduled accordingly.

Responsibilities

We Are Warriors | We Set the Standards for Child Education

Work Standards

• Perform tasks within established deadlines and with the greatest accuracy possible
• Review lease agreements and memorandums of understanding (MOU)
• Order supplies and maintain an appropriate level of supply inventory
• Maintain records and files to meet department and facility needs and compliance with regulatory requirements
• Filing and retrieving corporate records, documents, and reports
• Using various software, including word processing, spreadsheets, databases, and presentation software
• Staff must not use/impose corporal punishment or other forms of child maltreatment as a method to discipline children
• Comply with the company code of conduct and other applicable regulations and requirements, including Licensing Head Start Program Performance Standards (HSPPS), Upbring policies, and procedures, Child Care Minimum Standards, and other federal, state, and local regulatory requirements
• Always ensure the health and safety of each child in care, and support the overall well-being of children
• Other duties and special projects as assigned

Communication

• Complete data entry and create or complete reports upon request
• Work with Superintendent to develop online resources for Head Start program leadership to reference regarding Head Start/Upbring policies, processes, and procedures
• Immediately communicate with supervisor all concerns related to child health and safety 
• Answering phones and routing calls to the correct person or taking messages

Fiscal Management

• Review and process all Head Start financial related invoices, statements, and expense reports; follow up as needed
• Review and code Head Start expenses; compile data and assist in preparation of department’s annual budget
• Prepare monthly billing reports for Accounts Payable and maintain billing templates and billing codes for all Head Start-related equipment
• Continuously review and evaluate the credit card and purchasing processes to ensure a seamless and efficient process; make recommendations for improvement; analyze purchasing and vendor costs and evaluate for possible cost savings

We Are Servants| We Help Others

Teamwork

• Seek guidance and support from supervisor for mitigating concerns: inclusive but not limited to classroom management, behavior management, child health and safety, child development, and any other concerns requiring intervention
• Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, superintendents, etc.
• Make travel arrangements for leadership members as needed
• Reading and analyzing incoming memos, submissions, and distributing them as needed
• Backup Area Administrative Assistant as needed
• Work closely with other classroom teachers and the administrative staff to ensure program operations are supporting and meeting program goals and objectives and learning outcomes

We Are Family | We Are Passionate & Compassionate

Building Relationships

• Develop and maintain strong working relationships with other classroom teachers, administrative staff, children, and parents to ensure the children are receiving a quality learning experience
• Work as part of the team and always show professionalism by modeling and demonstrating a positive attitude
• Maintain positive working relationships, while maintaining strong ethical boundaries
• Actively participate in exhibiting cultural awareness and sensitivity when interacting with children, parent(s)/guardian(s), staff, and the community

Qualifications

Minimum Qualifications

• Associate degree in Business Management or related field, additional years of experience will be considered in lieu of education requirement
• 3 years administrative experience, preferably in an education or child welfare environment

Knowledge, Skills, & Abilities

• Demonstrated ability to communicate professionally, interact with all levels of management in a clear and concise manner
• Strong stress management, time management, and organizational skills with the ability to pay close attention to detail
• Ability to prioritize tasks and projects and meet deadlines
• Strong written and verbal communication, including preparation of quality well written documents, reports, and correspondence
• Ability to work in a fast-paced environment, while maintaining excellent customer service skills
• Strong interpersonal skills with the ability to work and interact with diverse groups of people
• Ability to build a positive rapport with children, parents/guardians, and team members, and communicate in person and by telephone in a friendly and welcoming manner
• Ability to work independently and within a team; ability to take initiative with limited supervision

Preferred Qualifications

• Previous experience in administrative role supporting multiple stakeholders
• Bilingual (English and Spanish) with the ability to fluently converse and write in Spanish (based on student population and service area), highly preferred
• CPR/First Aid Certification

Perks at Upbring

• Competitive PTO & paid holidays 
• Health, dental, and vision insurance & more! 
• 403b 
• 24/7 access to telemedicine and counseling services 
• Gym Memberships 
• Donated Leave Program 
• Emergency Assistance Program

Diversity. Equity. Inclusion. Belonging 

We are a diverse and inclusive Organization that recognizes our strength is in the efforts of our selfless warriors. Honoring and recognizing the value and dignity of all individuals is the cornerstone of our agency. The more diverse the individuals, thought processes and lived experiences, the greater the opportunity is to combine unique perspectives to make a greater impact. Our trust, respect, and appreciation for one another is demonstrated through our communication, celebration of progress and relentless effort to be at our best TO FULLFILL OUR MISSION OF BREAKING THE CYCLE OF CHILD ABUSE.

Upbring is an Equal Employment Opportunity/AA Employer and does not discriminate on the basis of race, color, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, pregnancy, marital status, national origin, genetic information, physical or mental disability, military or veteran status.