EPIC Administrative Assistant

SALARY PAY RANGE: $23.00-$32.00

REPORTING LOCATION: Bakersfield, Union Office

OVERVIEW:

EPIC de Cesar Chavez High School, part of the WASC accredited charter high school program of FIELD, is dedicated to providing adults with the opportunity to earn their high school diploma. Our unique approach caters to adults over the age of 18 through a combination of in-class and distance education. We focus on remediation, basic skill development, ESL, and credit recovery, alongside career technical education and college preparatory classes. Our students benefit from flexible scheduling and a variety of educational pathways, all free of cost.

JOB SUMMARY:
The Administrative Assistant will support the Assistant School Principal in the daily operations of a non-profit charter school dedicated to adult learners. This role is essential in ensuring smooth administrative functions and providing critical support in a dynamic and fast-paced educational environment. The ideal candidate is organized, detail-oriented, and committed to the mission of adult education.

KEY RESPONSIBILITIES:

• Administrative Support
• Manage the Assistant School Principal's calendar, scheduling appointments, meetings, and conferences with internal and external stakeholders.

• • Prepare and edit correspondence, reports, presentations, and other documents as required.
  • Coordinate the submission of time-sensitive documents, ensuring accuracy and adherence to deadlines.
  • Assist in drafting and distributing school-wide communications, including memos, newsletters, and updates.

• Communication:

• • Serve as the primary liaison between the Assistant School Principal and faculty, staff, students, and external partners.
  • Handle phone calls, emails, and in-person inquiries with professionalism, ensuring timely and accurate dissemination of information.
  • Relay messages and communications to appropriate parties, maintaining clear lines of communication across all school departments.
  • Assist in managing communication during emergencies, ensuring that all necessary parties are informed promptly and accurately.

• Document Management:

• • Develop and maintain organized filing systems, both physical and digital, for storing important school records, student files, and administrative documents.
  • Ensure that all student records, including enrollment forms, transcripts, and other educational documents, are accurately maintained and updated in compliance with school policies and legal requirements.
  • Assist in the preparation, distribution, and collection of school-related documents, such as consent forms, survey responses, and instructional materials.

• Event Coordination:

• • Assist in the planning and execution of school events, including graduation ceremonies, staff meetings, professional development workshops, and community outreach programs.
  • Coordinate logistical aspects of events, such as venue booking, catering, audio-visual setup, and materials preparation.
  • Create and distribute event invitations, agendas, and materials, and manage RSVPs and attendance records.
  • Ensure that all events are executed smoothly, addressing any issues that arise promptly and effectively.

• Data Entry & Reporting:

• • Accurately enter and update student and staff information in the school's database, ensuring data integrity and confidentiality.
  • Compile and analyze data for various reports, including attendance, academic performance, and program effectiveness.
  • Generate and distribute regular reports on key metrics, such as enrollment trends, student progress, and administrative performance.
  • Assist in the preparation of reports for internal review, board meetings, and external audits.

• Office Management:

• • Oversee the daily operations of the school office, ensuring it is a well-organized, welcoming, and efficient environment.
  • Monitor office supplies inventory, placing orders for necessary materials and equipment to ensure uninterrupted operations.
  • Manage office equipment, including computers, printers, copiers, and telecommunication systems, arranging for repairs and maintenance as needed.
  • Implement and maintain office policies and procedures, ensuring that all staff members are familiar with and adhere to established protocols.

• Support to Students and Staff:

• • Assist students with administrative processes, including enrollment, scheduling, and accessing educational resources.
  • Provide staff with administrative support, such as scheduling meetings, preparing classroom materials, and coordinating professional development sessions.
  • Address general inquiries from students, staff, and parents, providing accurate information and directing them to appropriate resources or personnel.
  • Facilitate student services, such as transcript requests, schedule changes, and assistance with financial aid applications.

• Confidentiality:

• • Handle sensitive and confidential information related to students, staff, and school operations with the utmost discretion.
  • Ensure compliance with all relevant privacy laws and school policies regarding the handling and sharing of personal information.
  • Maintain secure storage of confidential documents, limiting access to authorized personnel only.

ABILITIES:

• Attention to Detail:

• • Meticulously manage information, ensuring that all data entry, documentation, and communication tasks are completed with precision.
  • Review documents and reports for accuracy before submission, making corrections as necessary to ensure high standards of quality.

• Problem-Solving:

• • Think critically and develop solutions to administrative challenges, often working independently to resolve issues as they arise.
  • Anticipate potential problems and take proactive steps to mitigate risks, ensuring the continuity of school operations.

• Multitasking:

• • Effectively manage multiple tasks and responsibilities simultaneously, prioritizing workloads to meet deadlines in a fast-paced environment.
  • Remain adaptable and flexible, adjusting to changing priorities and demands as necessary.

• Interpersonal Skills:

• • Interact positively and professionally with a diverse group of individuals, including students, staff, parents, and community members.
  • Foster a supportive and inclusive environment, contributing to a positive school culture where all individuals feel valued and respected.

• Adaptability:

• • Adapt to changing circumstances and new challenges in the educational setting, maintaining a positive and proactive approach.
  • Learn and implement new technologies, software, and processes as required to enhance school operations.

• Discretion:

• • Handle sensitive and confidential information with integrity, ensuring that privacy and confidentiality are maintained at all times.
  • Exercise sound judgment in determining when to share information and with whom, adhering to school policies and legal guidelines.

QUALIFICATIONS:

• Education:

• • High school diploma or equivalent is required; an Associate’s or Bachelor’s degree in a related field is preferred.

• Experience:

• • Minimum of 2 years of administrative experience, preferably in an educational setting, with demonstrated ability to manage office operations and support senior management.

• Skills:

• • Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
  • Excellent verbal and written communication abilities, with experience drafting professional correspondence and reports.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace, with the ability to quickly learn and adapt to new software and systems.
  • Familiarity with school management software and databases, such as Canva, is an advantage.

LICENSES REQUIRED:

• A valid California Driver's License is required.

TRAVEL REQUIREMENTS:

• Must be able to travel as required, up to 50% of the time.
• Reliable transportation is essential.

LANGUAGE SKILLS:

• Bilingual in Spanish is preferred, with the ability to communicate effectively with Spanish-speaking students and parents.

WORK ENVIRONMENT:

• School Setting:

• • The role primarily operates within a school environment, including classrooms, offices, and meeting areas.
  • The Administrative Assistant will spend significant time interacting with students, teachers, staff, and parents, contributing to a collaborative and supportive educational community.

• Travel:

• • This position may require travel between different EPIC locations and community sites. Reliable transportation and a valid driver’s license are necessary for fulfilling these duties.

• Flexible Hours:

• • Due to the nature of adult education and the flexibility needed to accommodate students' schedules, the Administrative Assistant may be required to work evenings and weekends, depending on the needs of the school.

PHYSICAL DEMANDS:

• Mobility:

• • Must be able to move around the school campus frequently to observe classrooms, interact with staff and students, and attend meetings.

• Lifting:

• • Occasionally required to lift or carry office supplies, books, or other materials weighing up to 25 pounds.

• Bending/Stooping/Kneeling:

• • Occasionally required to bend, stoop, or kneel to engage with students or access low storage areas.

• Manual Dexterity:

• • Frequent use of a computer keyboard and mouse, as well as other office equipment such as telephones, copiers, and printers.

• Vision:

• • Ability to read printed materials, computer screens, and other documents. Vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

• Communication:

• • Must be able to communicate effectively both verbally and in writing. This includes listening to others, responding appropriately, and conveying information clearly.

• Stress Tolerance:

• • Must be able to handle a variety of tasks and responsibilities, sometimes simultaneously, with frequent interruptions and tight deadlines. The ability to remain calm and composed under pressure is essential.