Administrative Assistant / Office Manager
Zion Christian Preschool & Kindergarten/Zion Christian Learning Center– Fallbrook, CA
Position Summary
We are seeking a friendly, organized, and service-oriented Administrative Assistant/Office Manager to serve as the welcoming face of our school. This position plays a vital role in supporting our director, staff, families, and prospective families while ensuring the daily operations of the school office run smoothly.
The ideal candidate is highly organized, detail-oriented, professional, enjoys working with children and families, and thrives in a fast-paced environment.
Primary Responsibilities
Office Administration
- Greet families, visitors, and prospective families in a warm and professional manner.
- Answer and direct phone calls, emails, and inquiries.
- Maintain organized student records.
- Prepare correspondence, reports, forms, and other documents.
- Order and maintain office and classroom supplies.
- Manage filing systems and maintain confidentiality of sensitive information.
Enrollment & Family Support
- Respond to inquiries from prospective families.
- Schedule school tours.
- Assist families through the enrollment process.
- Maintain waitlists and enrollment records.
- Prepare enrollment packets and student files.
Brightwheel & Student Records
- Manage student information in Brightwheel.
- Assist families with electronic sign-in/out and billing questions.
- Maintain attendance records.
- Send school communications and announcements through Brightwheel.
- Maintain and update Immunization Records
Financial & Administrative Support
- Process tuition payments and maintain payment records.
- Input weekly or monthly billing plans for student accounts
- Create and maintain spreadsheets
- Support payroll and personnel documentation as requested.
Licensing & Compliance
- Maintain children's files to meet Community Care Licensing requirements.
- Help prepare documentation for licensing visits and inspections.
- Maintain required postings and records.
Support to the Director
- Manage calendars, appointments, and meetings.
- Prepare reports, spreadsheets, and presentations.
- Assist with special events, fundraisers, and school programs.
- Complete special projects as assigned.
Communication
- Build positive relationships with children, parents, church members, vendors, and staff.
- Maintain professionalism and confidentiality at all times.
- Represent the school with warmth, kindness, and excellent customer service.
Confidentiality & Professional Ethics
The Administrative Assistant/Office Manager is entrusted with confidential information regarding children, families, staff members, finances, and school operations. This position is expected to exercise the highest level of discretion and professionalism at all times.
Responsibilities include:
- Maintain strict confidentiality of all student, family, personnel, financial, and school records.
- Protect sensitive information in accordance with school policies and applicable state and federal privacy requirements.
- Discuss confidential information only with authorized individuals who have a legitimate need to know.
- Exercise sound judgment when handling sensitive conversations, documents, emails, and electronic records.
- Model professionalism, integrity, and ethical conduct in all interactions with families, staff, church members, vendors, and the public.
Qualifications
- :Demonstrates exceptional integrity, discretion, sound judgment, and the ability to maintain strict confidentiality.
- High school diploma required; Associate's or Bachelor's degree preferred.
- Minimum of 2 years of administrative or office management experience.
- Excellent written and verbal communication skills.
- Strong organizational and time-management abilities.
- Proficiency with Microsoft Office and Google Workspace.
- Ability to learn Brightwheel and other school software.
- Strong attention to detail and ability to prioritize multiple tasks.
- Ability to work independently while functioning as part of a team.
- Professional appearance and positive attitude.
Preferred Qualifications
- Experience in a preschool, elementary school, church, or nonprofit office.
- Familiarity with California Community Care Licensing requirements.
- Experience with bookkeeping or tuition management.
- Experience using Brightwheel or similar childcare management software.
Physical Requirements
- Ability to sit, stand, walk, bend, and lift up to 25 pounds.
- Ability to move throughout the campus as needed.
- Ability to operate standard office equipment.
Line of Supervision
Reports directly to the Preschool Director & Learning Center Director.
Why Join Our Team?
- Christ-centered work environment
- Supportive and collaborative staff
- Meaningful work serving children and families
- Opportunity to make a lasting impact on young lives
Job Type: Full-time
Schedule: Monday–Friday, 8 am - 4 pm year round
Pay: based on qualifications and years of experience.
Pay: $24.02 - $27.56 per hour
Benefits:
- Dental insurance
- Health insurance
- Vision insurance
Work Location: In person
