Administrative Assistant

Job Summary:

The Administrative Assistant serves as the primary point of contact for students, parents, visitors, and staff, creating a welcoming and professional environment that reflects the mission and values of the school. As the face and voice of the school, this position requires a positive attitude, strong interpersonal skills, and a commitment to providing excellent customer service.

This role provides comprehensive administrative support to the Principal in the daily operation of the school and assists with the development, implementation, and maintenance of school policies, procedures, and operational plans. Responsibilities include managing correspondence, answering and directing phone calls, maintaining files and records, distributing mail, monitoring and updating the school website, preparing reports and documents, analyzing data, editing communications and presentations, and coordinating special projects as assigned.

In the absence of the Business Manager, the Administrative Assistant is responsible for receiving payments for tuition, lunch, aftercare, and other school-related fees, issuing receipts, and safeguarding funds in accordance with established procedures until they can be transferred to the Business Manager for processing.

Skills, Education, and Experience Required:

• Excellent verbal and written communication skills.
• Advance computer skills (Microsoft Office Suite, Word, Excel, Access, PowerPoint, and Outlook).
• Mastery of AE Connect (or willing to learn).
• Organized and attentive to detail.
• Self-directed and motivated.
• Ability to interact and communicate with persons of diverse backgrounds and work well under pressure.
• Absolute confidentiality required.
• Minimum of 2 years applicable office experience in similar job duties.
• Fluency in a second language a plus, but not necessary.

Job Responsibilities:

• Job Responsibilities including, but not limited to:
  • Serves as switchboard operator, routing calls, tracking messages, and using radio system to facilitate communication.
  • Assists visitors.
  • Maintains and assists in use of office equipment (ex: FAX machine, copier, phones, etc.
  • Orders and distributes office and classroom supplies.
  • Oversees curriculum orders.
  • Collects and receipts money for tuition, lunch sales, field trips, camps, fundraising projects, etc.
  • Gathers and disseminates school information, including school calendar, school website, meeting minutes, agendas, schedules, etc.
  • Maintains active and inactive student records, files, databases, mailing lists, classroom rosters, etc.
  • Handles all inquiries relating to admissions and works with families throughout the admissions process.
  • Serves on admissions committee and collaborates with the principal to communicate with families regarding the admissions process.
  • Registers new students, including developing a file and gathering all required documents, transcripts, and information pursuant to that student, and scheduling academic assessments.
  • Preparing and assisting with events such as: Open House, recruitment, music programs, graduations, etc.
  • Prepare flyers and other types of communication for recruitment purposes and general communication with families.
  • Works with teachers to account for attendance and contact families accordingly.
  • Assist with minor financial matters as directed by the business manager.
  • Assist with payroll for employees and substitutes.
  • Assists in duties of volunteer school nurse by managing minor student health emergencies, monitoring collection of health records maintaining and updating first aid supplies and medications, administering medications when needed, and assist with programs related to student health.
  • Manages discipline issues that have been referred to administration in a positive and consistent manner and refers to principal as needed.
  • Assists in creating and posting of any new positions.
  • Assists Principal in doing tours of school for prospective families.
  • Orders and distributes gifts for staff appreciation week.
  • Schedule and carry out monthly fire and emergency drills, and annual fire inspection.
  • Assist with Title 1 (and, when applicable, Title 2 and Title 3) meetings and workshops.
  • Assist teachers with end of year close-out.
  • Maintains monthly calendar to assist Principal with activities/events.
  • Completes quarterly checks of attendance and prints report cards.
  • Creates and assigns classes accordingly.
  • Assists with Step-Up Scholarship awards and end-of-year audit.
  • Maintaining office supplies and snack supplies for students.
  • Scheduling of staff fingerprinting and annual CPR/1st Aid course.
  • Scheduling Auxiliary staff fingerprinting.
  • Performs any other related work as required for the benefit of the organization.