Upper School Assistant to the Principal

2 weeks ago

Providence, United States Paul Cuffee School Full time
Paul Cuffee School, a K-12 public charter school of choice, educates a diverse community of students from the City of Providence, Rhode Island. We respect each individual and the world we share. This quality of our community is central to our mission. In the spirit of Paul Cuffee's life, we teach students to value and practice personal initiative, perseverance, and social responsibility. Our School accomplishes these goals through a rigorous academic program which, enriched with maritime experiences, fosters discovery and critical thinking. We prepare students for higher education, lifelong learning, and active citizenship. To learn more about our school, please visit us at www.paulcuffee.org

Reports to: Upper School Principal and Head of School

Hours: 1.0 FTE (40 hrs/week), Non-Exempt (12-month position)

Responsibilities/duties include, but are not limited to:
  • Provide confidential administrative support to the principal
  • Manage principal's calendar, set appointments, coordinate meetings
  • Support principal in managing all school, staff, and student systems
  • Maintain principal's communications, confidential mail & work
  • Meet daily with the principal to review, prioritize, schedule, and manage workload
  • Maintain and keep updated files for principal, staff, and students
  • Maintain Early Dismissal Log, Visitor Sign-in sheet, and Staff sign-in sheet.
  • Answer, respond to and screen phone calls for the principal and school
  • Coordinate meetings and events
  • Order materials as directed by the principal
  • Maintain meeting agendas, minutes, and ongoing action items
  • Assist with communications to parents/families
  • Attend meetings as requested by the principal
  • Provide oral & written translations
  • Support principal in managing workflow
  • Work closely with the principal on student & staff scheduling
  • Report all developments and/or problems that require the principal's awareness or action
  • Copy and distribute documents/forms signed by the principal, including but not limited to professional development, checks, invoices, personal day requests, etc.
  • Supervise and assign work to the receptionist
  • Coordinate and prepare mailings from principal to students, staff, and families
  • Oversee postage and ensure that there is adequate postage each day
  • Provide administrative support to the US Special Education team including verbal and written translation, coordinating and adding meetings to the Special Services Calendar, and parent reminder calls
  • Responsible for data systems and database management at the upper school, including Skyward system components (grading, attendance, student records, grade book, registration, discipline reporting), google docs, and web-based assessment systems
  • Responsible for report cards & progress reports
  • Responsible for warning letters, failure letters, summer school in collaboration with Academic Dean
  • Manage & maintain employee information, absences, Frontline, leave requests
  • Manage the hiring process: scheduling interviews, coordinating selection committee communications & logistics
  • Represent Upper School on the School Safety Committee
  • Responsible for fire drill/evacuation procedures and create updated map of school and reports to school data manager
  • Perform data collection/generates reports
  • Work closely with school Data Manager on RIDE and other data reporting requirements
  • Coordinate Parent Student Teacher conference logistics, translation, scheduling
  • Have awareness of upcoming events and provide logistical support
  • Process reimbursement and check requests
  • Honor confidentiality
  • Other duties as assigned

Qualifications:
  • High School Graduate, Secretarial Degree or Certification or a high level of administrative secretarial experience (3-5 years) including strong knowledge of Microsoft Office, Machine Transcription and database management (Excel or Access).
  • Excellent interpersonal skills when dealing with faculty, staff, students, parents, visitors and vendors.
  • Ability to prioritize everyday and special projects, in addition to handling multiple tasks and meeting deadlines.
  • Ability to work with minimal supervision and manage the day to operations of a busy satellite administrative school office following up when systems, processes or procedures are down.
  • Excellent Bilingual skills including both orally and written.
  • Spanish Speaking Required.
  • National background check (after offer)
  • Citizenship, residency or work visa required

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