School Administrative Assistant

2 weeks ago

Washington, United States Center City Public Charter Schools Full time

The Administrative Assistant (AA) oversees the daily operations of the campus administrative office, providing critical support to the Principal, Assistant Principal and Operations Manager. The Campus Administrative Assistant works in coordination with the Campus Operations Manager and Central Office staff.

The Administrative Assistant manages and tracks relevant documents and data. The AA is also responsible for creating and maintaining a welcoming environment to students, staff, families and visitors. This includes answering phones and responding to parent requests and inquiries with courtesy and professionalism. A willingness to help out and flexibility in dealing with stressful situations are essential. The role uses computers daily and favors electronic coordination of files and communication where possible. The administrative assistant is open to learning new skills and software packages and values the team-based approach to work at the campus.

**Areas of Responsibility & Accountability**
- Build a welcoming campus environment by greeting parents and visitors in person and over the phone and ensuring that prospective families are offered school tours and enrollment materials
- Facilitate communications to families by organizing the weekly newsletter, calling parents to track down missing forms, setting up meetings/conferences for Principal, collecting RSVP’s for events and other communications work as directed
- Actively participate in student recruitment and enrollment processes with particular focus on re-enrolling current students
- Create and maintain secure student files, including registration materials, permission slips, progress reports, and other relevant materials
- Record daily attendance data in online system based on data supplied by teachers and by parents of tardy/absent students and as directed by the Operations Manager
- Support campus staff in communications with Central Office, especially related to semi-monthly submission of timesheets and completion of HR-related forms (e.g., address change notification, offer acceptances, 401k deferrals)
- Review or ensure review of the Campus Operations Manual and Student-Family Handbook with all new employees
- Collect and manage payments for fee-based programs in coordination with Operations Manager
- Maintain inventory and assist in placing supply orders under the direction of the Principal the Operations Manager
- Coordinate with Principal to arrange for substitute staff as needed
- Create and maintain a staff contact list for the campus
- Assist with incident reporting under direction of the Principal
- Receive and distribute campus mail, updating the school’s contact information where necessary
- Collaborate with the Operations Manager on other tasks to ensure that the school operates smoothly and safely at all times

**Expected Skills & Attributes**:

- Must have or obtain Medical Administration Certification and Pediatric/Adult CPR within 90 days of hire date
- Excellent interpersonal skills
- Experience working with students and families
- Strong organizational skills, attention to detail, and ability to effectively multitask
- Proficiency with Microsoft Word, Excel, Publisher and Outlook
- Flexibility and a desire to work as part of a team
- Familiarity with campus administrative processes a plus
- Familiarity with PowerSchool and other Student Information Systems

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