The Early Learning HUB Administrative Assistant provides administrative, operational, and clerical support to the Early Learning Department, including ECEAP, SPP, and other assigned programs. Working under the supervision of the HUB Program Manager, this position supports the daily operations of the department by assisting with scheduling, communication, data management, compliance tracking, purchasing, meeting coordination, and general office functions. The Administrative Assistant serves as a key point of contact for staff, providers, families, community partners, and external stakeholders, helping ensure efficient program operations and high-quality service delivery.

DUTIES & RESPONSIBILITIES:

The Early Learning HUB Administrator will have specific responsibilities that will include, but may not be limited to:

Administrative Support

• Provide administrative support to the HUB Program Manager and Early Learning leadership team.
• Coordinate calendars, meetings, trainings, and appointments.
• Prepare meeting agendas, take meeting notes, and distribute follow-up items.
• Assist with onboarding, training logistics, and staff communications.
• Maintain organized electronic and physical filing systems.

Operational Management

• Support daily operations of ECEAP, SPP, and other Early Learning programs.
• Monitor and order office supplies, program materials, and equipment.
• Process purchasing requests, supply orders, and vendor communications.
• Assist with event planning, trainings, family engagement activities, and program meetings.
• Track department inventory and ensure materials are available for staff and providers.

Communication and Liaison

• Serve as a primary point of contact for phone calls, emails, and visitor inquiries.
• Communicate with providers, families, staff, and community partners regarding program information and requests.
• Support scheduling and coordination of provider meetings, site visits, and trainings.
• Assist with distributing announcements, newsletters, reports, and program updates.
• Data and Compliance
• Enter, maintain, and verify program data in applicable databases and tracking systems.
• Assist with maintaining enrollment, attendance, health, and program records.
• Support compliance monitoring by organizing documentation and preparing files for audits, reviews, and monitoring visits.
• Generate reports and assist with data collection and tracking of program outcomes.
• Ensure records are maintained in accordance with agency policies and confidentiality requirements.

General Clerical Functions

• Answer and direct phone calls and respond to routine inquiries.
• Prepare correspondence, forms, spreadsheets, and reports.
• Copy, scan, file, and maintain program documentation.
• Coordinate mail distribution and document processing.
• Support special projects and other administrative duties as assigned.
• QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Education: Bachelor's degree in early childhood education, Business Administration, Public Administration, or a related field.

Additional expectations include:

• 30 Hours Childcare Basics Training
• TB test and proof of MMR vaccine or exemption
• Excellent external and internal customer service skills
• Excellent office administration skills, including the ability to organize and meet deadlines
• Strong knowledge of computer software, especially Office 2007 (Word, Excel, Access, PowerPoint, and Outlook)
• Proven ability to accurately enter data into computer software.
• Ability to work independently
• Excellent written and verbal communication skills
• Strong problem-solving skills and flexibility
• Proven ability to work in a team environment
• Demonstrated commitment to diversity, cultural relevancy, and inclusion is required
• Must pass Department of Early Learning’s Portable Background Check (PBC).

Desired Qualifications

• Experience: Minimum of 3-5 years of administrative experience, preferably within an educational or non-profit setting. Experience in early childhood education is highly desirable

Hiring Process: To apply, please email your resume and cover letter to nabdirahman@tomorrowvoices.org. Voices of Tomorrow is an equal opportunity employer. Please let us know if you require any accommodation. 

More about Voices of Tomorrow’s (“VOT”).

VOT’s mission is to preserve immigrant & refugee children’s identity through culturally responsive child-focused programs. Our agency works closely with community partners to eliminate racial inequities in the Early Learning System which deeply affect Immigrant and Refugee children’s growth, development, and academic performances. Early childhood is the most critical phase of human development. The focus of VOT is to create early learning programs that preserves the child’s culture and language, while advancing African indigenous parenting practices and community-driven narratives. Substantial research shows that early adversity, including loss of a language, is associated with diminished health across the life course and across generations.

Our work is guided by the following foundational principles:

RACIAL EQUITY. Community representation is paramount in all of Voices of Tomorrow’s programs, policies, and activities. Program components are grounded in community needs and programs are designed with the input of the communities we serve.

CULTURAL RESPONSIVENESS. We strive to create opportunities to preserve culture through the celebration of diversity. We welcome all who apply their resources, cultural knowledge, and experience to address solutions for removing barriers facing our community.

HEALTH AND SAFETY. Embedded in our work is an understanding that good prenatal and early childhood mental health is foundational to reducing long term stressors and negative impacts into adulthood.

STRENGTHS-BASED. Our programs are designed to empower families and communities to use the existing knowledge of their families and communities enabling resiliency in a way they can share their knowledge through the education of core life skills.

CHILD FOCUS. We encourage parents and caregivers to foster positive relationships with children and caregivers, as strong family bonds give children their best start in early childhood development

Pay: $24.00 - $26.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person