Executive Assistant to the Head of School

3 weeks ago

Saint Louis, United States Miriam Foundation Full time
Job DescriptionJob Description

TITLE OF POSITION: Executive Assistant

QUALIFICATIONS: Bachelor's degree and/or three years of office management experience with knowledge of business and personnel principles and procedures, proficient knowledge of information systems management, and strong written and oral communication skills. Proficiency in Microsoft Office and Google Workspace. Experience in Blackbaud Student Information System or willingness to be trained.

OVERVIEW: The executive assistant to the head of school supports the head's leadership role, and performs administrative and operational tasks to maintain an effective and well-organized office.

EMPLOYMENT TYPE: Full time, exempt

REPORTS TO: Head of School


OVERSEE AND MAINTAIN ADMINISTRATIVE SERVICES

● Mirrors the head's principles of good practice (NAIS Principles of Good Practice - Head of School).

● Supports the head's daily operation of the school, short and long-term goals, and institutional projects.

● Supports the school's board of trustees and/or standing committees.

● Embodies and communicates the school's mission and core values.

● Provides a sense of stability in an ever-changing environment.

● Is accessible, approachable, and welcoming, managing confidential situations with discretion, respect, and sensitivity.

● Takes an active part in the full life of the school.

● Understands and promotes the standards and policies of the school, providing leadership as standards and policies evolve.

● Fosters a partnership between faculty and staff to create a positive environment for students' academic and social-emotional learning.

● Respects, affirms, and protects the dignity and worth of each member of the community, and exhibits moral and ethical behavior.

● Sets professional boundaries, collaborating with constituents within those boundaries.

● Is a life-long learner who enhances his/her skills, using state-of-the-art technologies to maintain high standards of performance to efficiently and effectively produce work products.


PERFORMANCE RESPONSIBILITIES

● Designs and implements office policies and procedures.

● Organizes and supervises all office procedures and assist as needed in day-to-day operations.

● Coordinates building maintenance schedules with facilities manager and cleaning company.

● Assist in dispensing medication as needed and maintain accurate records.

● Assists students with minor first aid.

● Attends medication certification every two years through the Missouri Department of Mental Health and Senior Services. Keeps faculty and staff up to date on medication administration procedures.

● Creates and secures student records and filing systems.

● Transfers and disposes records according to retention schedules, policies and laws.

● Supervise and assist in scheduling school events calendar with faculty and staff absences, Special School Districts ILP's, evaluations, observations and testing on Google calendar

● Sends out school communications as directed by the head of school

● Drafts minutes at meetings and distributes as needed

● Reviews and approves supply requests. Coordinate purchases and invoices for payment with the business office.

● Maintains office equipment and evaluates new equipment and techniques

● Compile quotes and information for analysis and awards of vender contracts

● Creates, updates and maintains all school personnel files

● Coordinates enrollment tracking for student records purposes with admission and student life administrator.

● Represents administrative staff when they are unavailable

● Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional groups

● Submit yearly reports including State reports: Professional Development, Nonpublic School, Immunization and Title II as well as NAIS, ISACS and miscellaneous reports.

● Coordinate professional development registration and tracking for yearly reporting to the Department of Elementary and Secondary Education (DESE).

● Approves payroll of non-exempt employees (teacher assistants, substitute teachers, etc.) for head of school.

● Coordinate and update new and transitioning students information in the Learning Center's Sharepoint database.

● Keeps business office and learning center up to day with faculty and staff and parent contact information.

● Assist in updating emergency procedures and drills schedules and coordinating safety and security-drills training.

● Coordinates transportation and food for school events.

● Coordinate phone system updates for the school.


SUPERVISION

· Participates in receptionist/secretarial staff recruitment, selection and training.

· Supervises, mentors and assigns and monitors receptionist/secretarial work and functions.

· Orients all new employees.


WORKING CONDITIONS

· Full time position for 12 months

· Days and hours of work are Monday through Friday 8:00 am to 4:00 pm

· The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee is required to walk; reach with hands and arms; and talk and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision ability required by this job includes close vision, distance vision, and ability to adjust focus.


ADDITIONAL REQUIREMENTS

Satisfactory outcome of fingerprint background check and reference checks


OTHER DUTIES

This job description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other related duties as assigned by the supervisor/manager. Miriam reserves the right to update, revise or change this job description and related duties at any time.



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