Administrative Assistant

Job Overview
The Administrative Assistant plays a key role in supporting the day-to-day operations of Bright Sparks Academy and Early Start’s Early Learning Center, while also coordinating select administrative and financial functions for Early Start Intervention Services (ESIS). This role ensures families, staff, and leadership are supported through accurate paperwork management, scholarship coordination, and essential bookkeeping responsibilities. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication and interpersonal skills, while carrying out our SPARKS core values: Support, Passion, Accountability, Respect, Knowledge, and Steadfastness—fostering a joyful and organized learning environment for children of all abilities.

Key Responsibilities

Administrative & Records Management

• Maintain organized student and staff records in accordance with regulatory standards (FERPA, HIPAA).
• Develop and implement effective filing systems (digital and physical).
• Coordinate incoming and outgoing mail, deliveries, and school-wide communications.
• Support preparation and distribution of newsletters, calendars, and official forms.
• Track daily attendance and enrollment records in collaboration with school and clinic staff.
• Utilize Google Workspace for document creation, scheduling, and collaboration with team members.
• Proofread documents for accuracy and clarity before distribution.
• Provide clerical support including data entry, appointment scheduling, and correspondence management.
• Assist in organizing office events or meetings as needed.

Scholarship Program Management

• Administer state and school-based scholarship processes for BSA and Early Start’s Early Learning Center families.
• Serve as the main point of contact for families applying for Opportunity Scholarships, ESA+, and other aid.
• Maintain records of applications, awards, renewals, and family correspondence.
• Collaborate with Admin on award timelines and documentation.
• Prepare and send approval or denial letters to applicants with professionalism and accuracy.

Bookkeeping & Financial Support

• Assist with financial tasks across ESIS, BSA, and Early Learning Center programs.
• Process invoices, track tuition and scholarship disbursements, and reconcile payments.
• Maintain records in QuickBooks or related platforms; assist with journal entries and reports.
• Collaborate regularly with the Admin team regarding financials.
• Prepare financial summaries and reports for leadership review.

Skills

• Proficiency in office management practices and procedures.
• Experience with front desk operations and customer service roles.
• Strong organizational skills with the ability to manage multiple tasks effectively.
• Excellent verbal and written communication skills, including proofreading abilities.
• Comfortable using various phone systems and technology to facilitate communication.

Qualifications

• Proven experience as an administrative assistant or in a similar administrative role, preferably in an educational setting.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
• Familiarity with basic bookkeeping principles and financial software (Quickbooks and/or similar).
• Excellent written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to work independently and as part of a team.
• Discretion and ability to handle confidential information.
• High school diploma or equivalent; associate's or bachelor's degree preferred.

Company Core Values

• Support: Building strong partnerships with families, students, and the community.
• Passion: Dedicated to caring deeply, understanding fully, and making a difference every day.
• Accountability: Keeping promises, owning challenges, and doing what’s right.
• Respect: Treating everyone with dignity, kindness, and understanding.
• Knowledge: Inspiring growth through continuous learning and evidence-based practices.
• Steadfast: Ensuring consistency in actions, attitudes, and research-based methods.

Job Type: Full-time

Pay: From $17.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Rockingham, NC 28379 (Required)

Ability to Relocate:

• Rockingham, NC 28379: Relocate before starting work (Required)

Work Location: In person