Academic Administrative Assistant

3 weeks ago

Carlsbad, United States Pacific Ridge School Full time $21 - $24
Job DescriptionJob DescriptionAcademic Administrative AssistantStatus: Full-Time, Non-ExemptReports To: Director of Academic OperationsPay Range: $21 - $24/hourRevision Date: 08/2024
At Pacific Ridge School, our mission statement drives all our work: In a community that fosters academic excellence, ethical responsibility and global engagement, Pacific Ridge School prepares students for college and a purposeful life.

Position Summary
The Academic Operations and Support Team ensures the smooth functioning of the school’s front office operations by providing administrative and logistical support.  This team plays a role in supporting all members of our community, including students, parents, teachers, staff, and visitors.

The Academic Administrative Assistant works closely with the Academic Operations and Support Office Team and serves as the Upper School lobby help desk for students and faculty. The role requires confidentiality, extreme organization, accuracy, while taking initiative, seeking assistance when needed, multitasking, and prioritizing duties and projects.

Essential Duties and Responsibilities (include, but are not limited to, the following)
  • Plays a key role in the Academic Operations and Support Team.
  • Handles front office duties, staff lunch programs, all school attendance, and tasks in the registrar’s office.
  • Supports administrators with coordinating calendars, scheduling appointments, and other daily tasks.
  • Maintains digital cumulative files and other student records in the registrar’s office.
  • Helps coordinate academic school events, such as Back-to-School Night, Parent Teacher Conferences, and Commencement.
  • Assists with substitute teacher coordination, ensuring they receive necessary support while teaching in classrooms.
  • Supports the emergency management procedures, focusing on student attendance and teacher coordination.
  • Assists the Advanced Placement Coordinator with College Board AP Exams, including room coordination, exam preparation, proctor training, and proctoring exams.
  • Assists with PSAT/NMSQT and PSAT-10 standardized testing, including proctoring on campus.
  • Manages all school Community Life events. Oversees the Community Life event calendar and handles event setup logistics.
  • Supports the Upper School Division Head and Registrar’s Office with tracking components and applications for the Upper School Academy program, including initial proposals, digital portfolios, In-School and Out-of-School requirements, and scheduling student meetings/presentations.
  • Oversees student work and entertainment permits.
  • Performs other duties as assigned.

Qualifications (minimum requirements)
  • 1-3 years of relevant experience or training in school administration or a related field, or an equivalent combination of education and experience.
  • Proficiency with Google Drive; familiarity with the Veracross database is preferred.
  • Works independently as well as part of a flexible and productive team.
  • Is reliable and accurate despite frequent interruptions.
  • Anticipates, initiates, coordinating, and managing multiple projects at various stages of completion.
  • Demonstrates respect for the confidential nature of work with students, parents, faculty, and administration, while upholding safety and wellness measures on campus.
  • Communicates effectively and pleasantly with students, parents, and faculty/staff members.

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