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School Office Administrator Full Time

4 months ago

Milwaukee, United States Milwaukee College Prep Full time
Job DescriptionJob Description

Start Date:                             July 8th, 2024
Reports to:                            Director of Operations

Job Summary:

The Office Administrator is the first line of contact with scholar families.  He/she provides administrative support to the campus by answering phones, handling correspondence, maintaining databases, and other general office duties.

Essential Functions:

  • Carry out administrative, secretarial and clerical tasks.
  • Provide courteous, first line communication with campus families
  • Assemble, gather information for and prepare documents, reports, correspondence, spreadsheets and newsletters.
  • Create and distribute all reports: progress reports, report cards, attendance, transcripts and any other records request.
  • Maintain files. Assemble and type student handbook information.
  • Oversee all the admission/enrollment process to include the collection, review of transcripts, immunization records, information necessary for appropriate funding including free and reduced meal applications.  Registrar function to include lottery, waitlists and orientations for new and returning families
  • Maintain student database, records, including transcripts, attendance, in-out actions and health registrations. Ensures that all student records are complete/accurate.
  • Answer telephone, direct callers to appropriate person, receive walk-in visitors, provide information, and arrange appointments as necessary.
  • Sort and distribute mail.
  • Provide daily meal count numbers to Food Services.
  • Maintain all attendance records, tardy and early dismissals
  • Maintain office supply stock, check items in as they are received.
  • Oversee the maintenance of office equipment: copiers, fax machine, postage machine
  • Maintain student and staff uniform inventory
  • Ensure receipt of student and family deliverables, fees and textbook, library book, athletic uniform returns, locker assignments, etc.
  • Manage fundraiser accounts: nacho sales, dress down days, etc.
  • Maintain parent-teacher conferences schedule. 
  • Respond to children with health problems such as emotional difficulties, digestive disturbances, children’s diseases, asthma, allergies, and bee stings. Administer student medications per instructions and prepare related paperwork.
  • Call parents concerning illness, items relating to student performance, life’s work deposit
  • Create, type, proof and distribute newsletters and fliers for weekly distribution of information
  • Oversee summer mailings to publicize information on registration and orientation process.
  • Keep records on staff sign-in---sign out
  • Assemble and disseminate information relating to school calling tree, evacuation maps & distribution for staff and teachers.
  • Performs other related duties as assigned.

Other Duties:

Provide model for students of exemplary conduct
Attend training and staff meetings

Qualifications:

  • Three years office administrator experience 
  • Associates Degree or college coursework in communications, Administrative Assistant, business management
  • OR a combination of three years of office assistant experience in a school setting and a high school diploma or equivalent

Experience

Must have experience and/or educational background sufficient to meet the wide range of responsibilities of the position.
Experience with Infinite Campus and/or other Student Information Systems Preferred. 

Licensing

Must obtain Mandatory Child Abuse Reporting/Medication Disbursement Certification annually prior to first day with scholars.

Skills/Attributes

  • Must be in alignment with Milwaukee College Prep’s core beliefs and educational philosophy.
  • Must exhibit enthusiasm and positivity.
  • Must have good computer skills, including:  email, word processing, spreadsheets, and database management.
  • Excellent interpersonal skills required to interact with others and contribute to a positive office atmosphere.
  • Good organizational skills necessary to ensure that files, folders, and schedules are in proper order so the office can run efficiently.
  • Office Administrators frequently write memos and email when communicating with administrators, staff, scholars and parents/guardians. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone.

Physical demands/Working Conditions

The majority of this job involves sitting or standing. Must have good manual dexterity to complete office duties and be able to talk and hear.    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Job Parameters:  (Full time)

12 month position with school and staff day hours from 7:30 am – 4:00 pm
Vacation:  3 weeks

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