Douglas Family Ecc Administrative
2 weeks ago
Sinai Akiba Academy is a preeminent private Jewish day school in Los Angeles, serving students in Early Childhood through Grade 8. Sinai Akiba Academy is undergirded by our school mission to engage students in the joy and discipline of learning, and nurture a community of ethical, critical thinkers who, shaped by our evolving Jewish tradition, walk through the world with confidence and humility.
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The Douglas Family ECC Administrative & Operations Assistant is a member of the SAA and DFECC administrative teams and performs a wide variety of administrative and operational support functions, greets parents and students, and is a representative of the DFECC to colleagues, families, students, and the greater SAA community. This role includes serving as the educational administrative receptionist: welcoming parents and visitors to the ECC office, keeping physical and digital materials organized and creating a welcoming environment for parents and staff. This role also manages the administrative needs of the DFECC office and is responsible working and collaborating with multiple stakeholders across the SAA community to facilitate smooth operations of the DFECC, enhance the positive experience of the DFECC staffulty, administrators, and families, and serve as an informational resource and DFECC central liaison for the SAA community. This role reports directly to the DFECC Associate Director and will support the DFECC and Parenting Center administrators and teachers in keeping the school running smoothly and safely.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Coordinate teacher absences with the DFECC admin team to create classroom coverage schedules and arrange for substitute teachers as needed.
- Understand and anticipate the needs of the DFECC Director and DFECC Associate Director regarding preparation for and scheduling of activities
- Create a welcoming and organized office environment for the DFECC Administrative Team
- Assist with event planning by coordinating meeting room reservations, equipment and setup requests, and refreshment setup/preparation
- Support student pick-up/drop-off as needed and directed by the DFECC Director
- Prepare materials, attends meetings, and takes notes at said meetings when necessary
- Receive and process confidential information with discretion and in accordance with established guidelines and legal standards
- Organize and maintain DFECC student files
- Work closely with the all-school Student Registrar and other administrative staff to maintain accurate student records (including g class rosters, Playground lists, filing incident reports, etc.)
- Establish and maintain systems relevant to educational programs in order to ensure the DFECC is running efficiently in collaboration with the DFECC Associate Director and the DFECC Director
- Maintain DFECC Director’s calendar by planning and scheduling meetings, conferences, etc.
- Handle departmental basic supply purchases and other curricular supplies as requested by the DFECC Associate Director
- Coordinate with the Business Office and Operations team including processing monthly expense reimbursement forms, check requests, and submission of credit card receipts and reports for DFECC Director and DFECC Associate Director
- Effectively utilize and understand the school database, updating information and running reports as necessary
- Conserve Director’s time by reading, researching, and routing correspondences as needed
- Coordinate parent-teacher conferences
- Edit teachers’ newsletters and other communications as needed
- Maintain accurate and detailed calendar of events, due dates, and schedules for the DFECC
- Assist DFECC Director and DFECC Associate Director in organizing professional development days, parent events, staff meetings, etc.
- Assist with maintaining health records, including student allergy information and collection/storage of proper medication.
- Support teacher recruitment, including organizing resumes and scheduling interviews as directed by the DFECC Director or DFECC Associate Director
- Assist with staff development conferences, gathers information, registers faculty, processes payments, and makes appropriate travel and/or hotel arrangements as needed.
- Create and maintain a variety of tracking systems, spreadsheets, and database records to support educational programs
- Perform other duties as assigned by and in support of the DFECC Director, DFECC Associate Director and/or Head of School
**QUALIFICATIONS AND EDUCATION REQUIREMENTS**
- At least 3 years of high volume administrative or relevant experience; Bachelor's degree preferred
- Proficiency with Google Suite (Google Calendar, Google Docs, uploading and downloading digital resources
- Strong organizational skills and attention to detail
- Ability to handle confidential information with discretion
- Independent judgment and prioritization abilities
- Work well with cross-functional teams and can build strong relationships
- Strong work
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