Student Records Assistant Jobs in Oregon (NOW HIRING)

The Early Childhood Education Registrar & Administrative Assistant serves as a crucial member of the administrative front office team and acts as the primary, welcoming point of contact for families inquiring about or enrolled in our Early Childhood programs (infants/toddlers through Pre-K).

This multi-faceted role combines support to the Director and Assistant Director of Early Childhood Education, registrar duties (waitlist management and classroom staffing/scheduling), state Department of Early Learning & Care (DELC), department-wide proactive and courteous communication, regulatory compliance, student care, and direct classroom support as needed. The ideal candidate is an organized, proactive problem solver with high emotional intelligence who loves working with young children, families, and educators in a dynamic school environment.

• Daily Readiness & Family Interaction: Arrive promptly to open the front office and prepare the building to receive staff, students, and parents. Answer phone calls, in person inquiries and respond to emails with a proactive, considerate, and professional demeanor.
• Admissions Support: Provide information about early childhood programs, answer prospective family questions, and assist with registration during high-traffic admissions events (e.g., Open Houses, new family playdates, orientations).
• Attendance Tracking: Monitor daily student attendance in tracking databases. Follow up with families regarding unexcused absences, and facilitate morning arrival and afternoon dismissal workflows.
• Cross-Functional Collaboration: Collaborate with facilities staff on urgent needs, order, organize, and distribute office and copy supplies.

Registrar & Staffing Coordination

• Waitlist & Enrollment Management: Maintain precise program waitlists and coordinate the process of filling classroom openings as they arise across preschool and infant/toddler programs.
• Daily Classroom Staffing: Coordinate daily classroom staffing, schedule adjustments, teacher break schedules, and substitute coverage.
• Scheduling: Facilitate the organization and scheduling of parent-teacher conferences, community meetings, and general Early Childhood scheduling needs.

State Licensing & Compliance Management (DELC)

• Regulatory Compliance: Manage licensing, compliance, and record-keeping per Department of Early Learning & Care (DELC) requirements across Early Childhood. Ensure timely license renewals, maintain immunization tracking requirements.
• Staff DELC Tracking & Onboarding: Track faculty DELC registrations, background checks, and required annual training hours (minimum 15 hours/year). Remind staff of upcoming renewals and lead DELC compliance orientations for new hires, teachers, and substitutes.
• State Registry & Audits: Coordinate certificate submissions with the Oregon Registry Online (ORO). Audit and update staff DELC binders, archive former employee files, and prepare/refresh class attendance logs and books annually.
• Training Coordination: Partner with the Director of Early Childhood Education to arrange on-campus professional development opportunities compliant with state regulations.

Student Care & Classroom Support

• Direct Student & Classroom Support: Assist in classrooms as needed. Support student social-emotional well-being using positive behavior interventions (redirecting attention, offering emotional comfort).
• First Aid & Health Protocols: Provide basic first aid and comfort to ill or injured students; communicate health updates to parents as necessary.
• Safety & Emergency Drills: Partner with the Day School Registrar to execute, record, and log required emergency drills (fire, earthquake, lockdown).
• Student File Management: Create, update, and maintain digital and physical student records (archiving withdrawn student files, shifting files between classrooms over the summer).
• Snack Program Logistics: Manage the Early Childhood snack budget, coordinate with vendors, and distribute snack bins/schedules to classrooms.

• Education: High School Diploma or GED required.
• Experience: Minimum 1–3 years of administrative, registrar, or office support experience (preferably in a school environment).
• Background Check: Active enrollment in (or ability to obtain prior to hire) the Oregon Central Background Registry (CBR) / Oregon Department of Education Background Check.
• Certifications:
  • Current CPR/First Aid Certification (or willingness to obtain upon hire).
  • Food Handler's Permit (required upon hire).
• Language: Fluency in written and spoken English.

• Bachelor's degree or equivalent experience.
• Experience working directly with or around children ages 6 weeks through 5 years old.

• Campus Mobility: Ability to efficiently navigate a multi-building campus, including walking uphill and climbing stairs.
• Environment: Ability to work effectively in a dynamic office and school setting that is frequently loud with regular interruptions.
• Physical Stamina: Ability to stand, sit, type, bend, and move for extended periods.
• Lifting Requirement: Ability to safely lift children or heavy items/supplies (up to 30–40 pounds unassisted).
• Flexibility: Schedule requires flexibility beyond standard 40-hour weeks for peak school events, Open Houses, orientations, or state regulatory inspections. Occasional travel to off-site school events may be required.

PJA is an Equal Opportunity Employer - Portland Jewish Academy (PJA) is committed to recruiting, hiring, developing, compensating, and promoting the best-qualified individuals for positions at all levels in the organization. We provide Equal Opportunity Employment (EEO) to all employees and applicants. Employment decisions are made based on how an individual's skills and qualifications meet the responsibilities of the position for which they have applied. An individual will be free from discrimination based on characteristics protected by law such as race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability, veteran status, or the presence of a non-job-related physical, mental, or sensory disability, or other protected status as defined by federal, state, or local laws. Discrimination and/or harassment based on any of those factors are totally inconsistent with our philosophy of doing business and will not be tolerated. PJA will make reasonable accommodations, including modification of organizational policies and procedures in appropriate cases for qualified individuals with disabilities if it can do so without undue hardship.