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Administrative Assistant

4 months ago

Stony Brook, United States NORTH SHORE MONTESSORI SCHOOL Full time
Job DescriptionJob DescriptionBenefits:
  • 401(k)
  • Dental insurance
  • Employee discounts
  • Paid time off
  • Vision insurance


North Shore Montessori School is seeking a detail oriented, organized, and personable Administrative Assistant to join our team. This position requires the candidate to be able to multi-task in a fast paced educational environment. Must love children and be an advocate for early childhood education.

Job Description

MANAGEMENT
  • Conserves Head of School's time by reading, researching, and routing correspondence; drafting emails, letters and documents; collecting and analyzing information; initiating telecommunications.
  • Welcomes visitors by greeting them, in person or on the telephone; answering or directing inquiries.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Delegates projects to appropriate office staff as per their job descriptions and area of knowledge; follows up to ensure that deadlines are met.
  • Provides historical reference by developing and utilizing filing and retrieval systems & maintaining the school timeline of events
  • Develops surveys and compiles relevant data related to the health of the school for analysis by the HoS and Board of Trustees
  • Maintain and prepare paperwork while acting as a liaison for:
    • Executive Committee
    • Head of School
    • Landlord
    • Class Parent Organization
PROGRAMS


  • Prepares all paperwork related to the enrollment process
  • Support classroom teachers, specials teachers and extracurricular staff
  • Schedule and coordinate enrichment programs
  • Assign staff daily based on the needs of the programs
OPERATIONS MANAGEMENT/ OCFS REGULATIONS


  • Implement and manage the flow and function of the operations of the office environment
  • Conducts all necessary paperwork related to the screening of prospective candidates for employment as required by OCFS
  • Ensures that student admissions paperwork is prepared as per OCFS regulations
  • Supports the Head of School in ensuring that OCFS regulations are met throughout the building
  • Executes Monthly Fire Drills and Bi Annual Lock Down Drills with the HoS
HEAD OF SCHOOL/BOARD PARTNERSHIP


  • Organizes and maintains records of motions and minutes from monthly Board Meetings
Experience: The Administrative Assistant must have a minimum of three years of experience working in a fast-paced Office environment. Experience in an educational office setting is a plus.


Required Qualifications:


  • Bachelors of Science in Office Administration or other related field of study
  • Background check as per OCFS
  • Proficient in Google Workspace and Microsoft Office
  • Working knowledge of administrative and clerical procedures and systems, administrative writing skills, excellent verbal communication, managing files and records, time management, designing forms, equipment maintenance, maintaining the schools website and social media and other office procedures
  • Maintenance of Early Childhood education training required by OCFS
Other Considerations:
This position will require occasional weekend and evening attendance at special events and meetings as outlined in the offer letter.