POSITION TITLE: School Administrative Assistant
Location: Wilmington, DE
Reports To: Assistant Head of Early Childhood Education
Classification: Full-Time, Non-Exempt
Join Our Team as a School Administrative Assistant
Do you enjoy keeping records organized, managing details, and helping families? Kingswood Community Center is seeking a School Administrative Assistant to support our Early Learning Center. In this role, you’ll help families complete enrollment paperwork, maintain student records, and keep school administrative tasks running smoothly.
Why You Should Join Us
Meaningful Impact: Support the school team and families who help young children learn and grow.
Hands-On Work: Put your organizational, recordkeeping, and communication skills to work in a school setting.
Collaborative Environment: Work closely with the Head of School, education staff, and colleagues who support the Early Learning Center.
Professional Growth: Build experience in school administration, enrollment, student records, and childcare management systems.
Who We Are
Founded in 1946, Kingswood Community Center serves Northeast Wilmington with early learning, youth, senior, and community programs. Together with REACH Riverside and The Warehouse, we form the WRK Group, a collaborative committed to creating opportunities and improving quality of life. This position supports KCC’s Early Learning Center exclusively.
What You’ll Do
You’ll help keep school records accurate, enrollment follow-up timely, and administrative deadlines on track. Working under the Head of School’s direction, you’ll support the education team and families while coordinating with the receptionist and KCC operations on shared needs. The role focuses on school administration; routine front desk coverage, building operations, and non-school programs remain with their designated teams.
Key Responsibilities
- Coordinate school enrollment paperwork and follow up with families on missing documents and next steps after referral from the receptionist.
- Maintain student files, enrollment and waitlist records, classroom rosters, emergency contacts, and required health and consent documentation.
- Update student, family, attendance, and approved billing information in Brightwheel and other school systems.
- Review attendance records, help resolve documentation gaps, and prepare attendance and billing summaries for authorized staff.
- Track Purchase of Care authorizations, renewals, and supporting paperwork; refer payment collection and posting to designated staff.
- Coordinate the Head of School’s administrative calendar, school appointments, enrollment meetings, and document deadlines.
- Prepare approved family notices, school forms, reports, and records for licensing reviews, audits, and school funding documentation.
- Organize school event materials and supply requests, coordinate with KCC operations, and provide school-specific administrative follow-up while protecting confidential information.
What We’re Looking For
Education & Experience
- High school diploma or GED required; associate or bachelor’s degree preferred.
- At least two years of administrative experience required; experience in a school or early childhood setting preferred.
- Experience with student records, enrollment, attendance tracking, or childcare billing preferred. Brightwheel and Purchase of Care experience is a plus.
Conditions of Hire
- Satisfactory background clearances and reference checks, with completion of applicable school onboarding and training requirements.
- First Aid and CPR certification preferred; must be certified within the first 60 days of hire, consistent with KCC requirements.
- Must be eligible to work in the United States without sponsorship.
Skills & Abilities
- Strong organization, recordkeeping, calendar management, and follow-through.
- Attention to detail, accurate data entry, and the ability to manage competing school deadlines.
- Ability to protect confidential information and exercise sound judgment.
- Clear, professional communication and responsive customer service with families and school staff.
- Proficiency with Microsoft Office, electronic records, and databases, with the ability to learn Brightwheel and other school systems.
- Ability to work independently, adapt to changing needs, and collaborate with diverse families and colleagues.
Supervisory Responsibility
This position does not have supervisory responsibilities.
Work Environment & Requirements
Schedule: Full-time, Monday through Friday. Hours will be established by the Head of School. Occasional evening or weekend work may be scheduled for school activities.
Travel: Routine travel is not expected. Occasional local travel may be requested for school meetings or training.
Physical Demands: Primarily school office work involving computer and telephone use, sitting, standing, walking within the school, accessing files, and handling office materials. Reasonable accommodations are available.
How We Evaluate Performance
Performance is evaluated in accordance with the Personnel Practices Manual.
Benefits
- Medical, Dental & Vision Insurance
- 401(k) with Company Match
- Life Insurance
- Paid Time Off (PTO)
- Employee Assistance Program (EAP)
Equal Opportunity Employer
Kingswood Community Center is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, marital status, age, veteran status, or any other protected status under applicable law.
How to Apply
If you enjoy helping families and keeping school operations organized, we’d love to hear from you. Apply to join Kingswood Community Center’s Early Learning Center team.
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