Administrative Assistant

Administrative Assistant

Opal School

Status: Part Time / Non-Exempt

Schedule: M-F, 4 hours/day, Specific Hours TBD

Reports to: Opal School Administrator

Rate: $13/hour

MISSION OF PORTLAND CHILDREN’S MUSEUM

We collaborate to create transformative learning experiences through the arts and sciences.

ORGANIZATION OVERVIEW

Portland Children’s Museum consists of three aligned entities: (1) the Museum, where exhibits and programs serve the public both on- and off-site, (2) Opal School, a fee-based preschool and K-5 public charter school, and (3) the Museum Center for Learning, which documents and disseminates fresh approaches to education and provides professional development for educators. In this description, Museum, School, and Center refer to the specific entity, while Portland Children’s Museum (or, “the organization”) refers to the whole.

MISSION OF THE OPAL SCHOOL PROGRAM

We strengthen education by provoking fresh ideas concerning environments where creativity, imagination and the wonder of learning thrive.

OUR COMMITMENT TO DIVERSITY AND INCLUSION

In the Portland metro area, 47% of students are children of color. At Portland Children's Museum, we strive to have our guest and school families reflect that diversity, and for our staff and board to be equally diverse. We are committed to eliminating barriers to access and equity and see a diverse workforce as a key step toward this goal. We actively seek to recruit, hire, promote, and retain a diverse workforce—one that welcomes and engages people from every background. We value our staff members, volunteers, and board members and their individual backgrounds, which further our ability to serve and learn from the diverse families that enrich our community. We invite you to join us on our journey.

POSITION SUMMARY

The Office Assistant supports the mission of the organization by providing operational support to the Opal School which includes the Beginning School, the Charter School and the Aftercare Program, well as occasional support to Opal School teaching teams and students.

RESPONSIBILITIES AND DUTIES

Administrative Support (70%)

· Assist with coordination and administration of annual activities including beginning of the school year paperwork, distribution of ID badges, field trips, school year photos, testing, and coordination of enrollment and registration for families choosing to enroll Opal students in aftercare and afterschool enrichment programming.

• Work with finance staff to ensure families are billed appropriately for aftercare services.

• Gather and compile documentation necessary for annual beginning school/aftercare licensure.

• Track and manage budget for materials and food associated with aftercare program.

• Purchase food on a weekly or bi-weekly basis for all Opal programs.

• Organize and provide supplies related to first aid, cleaning parties, and conferences.

• Organize and manage Opal kitchen and lost & found.

• Regularly prepare spaces and/or food for aftercare programming, conferences, testing and other school events.

Supplemental School Support (10%)

• Provide coverage and/or support for outdoor breaks, lunches and physical education.

• Provide classroom teacher support on an as needed basis.

Communication & Coordination (20% of time)

· Develop signage and other forms of communication for families to highlight school events, early release days and calendar changes.

· Coordinate regularly with aftercare staff to ensure schedule, materials, and food support aftercare programming.

· In partnership with aftercare staff compose and prepare a monthly e-newsletter to aftercare families.

· Participate as a member of a community in which collaboration, dialogue, inquiry, and exchange are practiced values.

Additional responsibilities as assigned by supervisor and outlined in work plans.

QUALIFICATIONS

Skills:

· One year experience in administrative support, office management, or equivalent experience.

· Proven computer skills with a sound knowledge of Excel, Word, and Outlook.

· Experience working with children, preferred.

· Experience working with diverse audiences, desired.

· Experience working and staying focused in an environment of constant interruptions.

· Demonstrated communication and organizational skills.

· Ability to articulate Opal’s mission and programs to others.

· Bi-lingual Spanish/English skills a plus

Competencies:

· Ability to track, organize, and prioritize work responsibilities and to solve problems creatively.

· Flexibility and willingness to make adjustments based on department needs.

· Ability to collaborate and coordinate with children and adults in positive ways.

· Enjoy working with people of diverse backgrounds.

· Willingness to learn new skills.

· Understands that mistakes are learning opportunities.

WORKING CONDITIONS

· Flexibility to accommodate temporary shifts in schedule.

· Standing and sitting in classrooms designed for children ages 5-11, working outside every day with children in all weather conditions, hiking on uneven ground, lifting up to 50 pounds.

· Background check required.

· Required Trainings: Medication Administration and Severe Allergic Reaction (through MESD), Blood Bourne Pathogens (through MESD); Center for the Application of Prevention Technologies; and CPR/First Aid.

Interview Process: Candidates selected for an interview will be asked t complete an application with salary history and submit a form to conduct a background check. The hiring process requires finalists to participate in up to two interviews.

To apply, please send your resume and three professional references to .