How to Be Preschool Administrative Assistant - Job Description, Skills, and Interview Questions

Sep 13, 2020 / 5 Minutes Read / By Albert

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The role of a Preschool Administrative Assistant is to provide organizational and administrative support to the teachers and staff of a preschool. This is critical for the smooth functioning of the school, as administrative tasks are essential to the successful operation of any educational institution. As a result, the Administrative Assistant is responsible for managing paperwork, scheduling, communication with parents, and financial tasks such as payroll and budgeting. By successfully managing these tasks, the Administrative Assistant ensures that the preschool operates efficiently and effectively, providing a safe and quality learning environment for its students.

Steps How to Become

Obtain a High School Diploma or GED. Most employers prefer administrative assistants to have at least a high school diploma or GED.
Get an Associate Degree in Early Childhood Education. An associate degree in early childhood education is preferred for administrative assistant positions in preschools and other childcare facilities.
Gain Experience. Many employers prefer to hire administrative assistants with some experience in the field, such as working as a teacher's aide or in a daycare center.
Develop Administrative Skills. Administrative assistants must be highly organized and have excellent computer skills, including knowledge of Microsoft Office Suite and any specialized software used in the school.
Obtain Certification. Obtaining a state certification in early childhood education is preferred for many preschool administrator positions.
Apply for Jobs. Job seekers can apply for open positions online or in person at preschools and other childcare facilities.

Preschool administrative assistants must possess a combination of skills and qualifications to be successful. One of the most important skills is excellent communication, both written and verbal. Administrative assistants must also possess proficiency in computer software programs like Microsoft Office, as well as basic office skills such as filing, data entry, and record keeping.

Attention to detail is essential in order to ensure accurate data entry and reporting. As administrative assistants are often the face of the preschool, they should also have strong interpersonal skills and be able to provide exceptional customer service. In addition, they should be organized, reliable, and able to multitask in order to meet deadlines.

To become a successful preschool administrative assistant, having a postsecondary education in business or a related field is very beneficial. Finally, being knowledgeable in areas such as childcare regulations, accreditation processes, and budgeting are key qualifications for this position.

You may want to check Preschool Facilities Manager, Preschool Speech Pathologist, and Preschool Nutritionist for alternative.

Job Description

Greet visitors, provide information, and answer inquiries from parents and staff.
Complete and submit paperwork for enrollment, attendance, and other related activities.
Assist with telephone inquiries and messages.
Prepare and maintain student records, including admissions, health records, and discipline reports.
Assist with the preparation of monthly newsletters and other school-related materials.
Assist with the creation and implementation of developmentally appropriate activities.
Assist with the planning and coordination of special events, field trips, and other school-sponsored activities.
Assist with the supervision of students during recess and other outdoor activities.
Monitor student progress and provide guidance to parents on how to best support their childs development.
Maintain an organized classroom environment and manage inventory of materials.
Collaborate with teaching staff to ensure effective communication and adherence to school policies.
Coordinate with school administrators to ensure compliance with health and safety regulations.

Skills and Competencies to Have

Excellent organizational and communication skills
Knowledge of early childhood development
Ability to plan and implement activities and curriculum
Familiarity with child safety regulations
Proficiency in Microsoft Office applications
Strong customer service skills
Ability to multitask and prioritize tasks
Ability to maintain confidential information
Ability to collaborate with staff and families
Knowledge of state and federal regulations related to early education

Organizational and communication skills are essential for a Preschool Administrative Assistant. The ability to stay organized and manage tasks efficiently helps to ensure that the administrative tasks of the preschool are completed on time and accurately. Good communication skills are necessary to effectively interact with both the staff and parents, as the Administrative Assistant will be the point of contact between them.

Without strong organizational and communication capability, the Preschool Administrative Assistant would find it difficult to keep track of records, maintain accurate files and respond promptly to inquiries. Furthermore, an efficient Administrative Assistant would be beneficial in reducing stress levels amongst parents, teachers and other staff members, as they would have a reliable individual to turn to for help. As a result, the overall functioning of the preschool would be improved and parents would have more trust in the institution.

Preschool Media Relations Manager, Preschool Registrar, and Preschool Aide are related jobs you may like.

Frequent Interview Questions

What experience do you have in preschool administration?
How familiar are you with state and local regulations governing preschools?
What strategies do you use to manage a busy classroom?
How would you handle a situation where a parent has a complaint about their child's treatment in the classroom?
How would you handle a dispute between staff members?
Describe a time when you successfully communicated with parents of young children.
How would you ensure that all reports, documents, and paperwork were completed accurately and on time?
What computer skills do you have that would help you in an administrative role?
How familiar are you with budgeting and financial management for a preschool?
What strategies do you use to remain organized and efficient in a fast-paced environment?

Common Tools in Industry

Word Processing Software. A software program designed to create, edit, and format documents such as reports, letters, and brochures. (Eg: Microsoft Word)
Database Management Software. A software application used to store, manage, and retrieve data from a computer database. (Eg: Microsoft Access)
Spreadsheet Software. A software program used to create and manage tables of data arranged in rows and columns. (Eg: Microsoft Excel)
Email Software. A software program used to compose, send, receive, and organize emails. (Eg: Microsoft Outlook)
Presentation Software. A software program used to create multimedia presentations that are displayed on a screen or projector. (Eg: Microsoft PowerPoint)
Calendar Software. A software program used to create, manage, and track calendar events. (Eg: Microsoft Calendar)
Accounting Software. A software program used to track financial transactions. (Eg: QuickBooks)
Customer Relationship Management (CRM) Software. A software program used to manage customer information and interactions. (Eg: Salesforce)
Project Management Software. A software program used to plan, monitor, and control projects. (Eg: Asana)
Scheduling Software. A software program used to schedule events and appointments. (Eg: Google Calendar)

Professional Organizations to Know

National Association for the Education of Young Children (NAEYC)
National Head Start Association (NHSA)
National Afterschool Association (NAA)
National Association for Family Child Care (NAFCC)
National Early Childhood Technical Assistance Center (NECTAC)
International Association for Education of Young Children (IAEYC)
National Association for Child Care Professionals (NACCP)
Council for Professional Recognition (CPR)
National Child Care Association (NCCA)
National Childcare Accreditation Council (NCAC)

We also have Preschool After-School Program Coordinator, Preschool Counselor, and Preschool Occupational Therapist jobs reports.

Common Important Terms

Early Childhood Education. Refers to the education of children from birth to age 8 in a variety of settings, including childcare centers, homes, and preschools.
Child Development. Refers to the physical, cognitive, and emotional growth of a child from infancy to adulthood.
Curriculum. The planned learning activities and materials used by teachers in their classrooms.
Classroom Management. The process of organizing and managing the classroom environment in order to create a positive learning experience for students.
Parent Communication. Communicating with parents about the progress and needs of their children in the classroom.
Record Keeping. The process of collecting, organizing, and maintaining records of student information such as attendance, grades, health records, and behavioral reports.
Professional Development. The ongoing training and development of teachers and staff in order to keep current with educational trends and practices.

Frequently Asked Questions

What are the primary duties of a Preschool Administrative Assistant?

The primary duties of a Preschool Administrative Assistant typically include providing administrative support, managing daily operations, maintaining records, handling accounts payable and receivable, creating and updating student files, and assisting with other tasks as needed.

What qualifications are required for a Preschool Administrative Assistant?

Most employers require a minimum of a high school diploma or GED for a Preschool Administrative Assistant position, plus previous experience in an administrative role. Strong organizational skills and excellent communication abilities are also essential.

How much does a Preschool Administrative Assistant make?

According to the U.S. Bureau of Labor Statistics, the average salary for a Preschool Administrative Assistant is $34,220 per year.

What skills are important for a Preschool Administrative Assistant?

Important skills for a Preschool Administrative Assistant include strong organizational skills, excellent communication abilities, the ability to multitask, basic computer literacy, and the ability to work with diverse staff and families.

What types of tasks might a Preschool Administrative Assistant do?

Common tasks that a Preschool Administrative Assistant may do include data entry, scheduling appointments and meetings, managing student records, creating and updating student files, handling accounts payable and receivable, and providing administrative support as needed.