Administrative Assistant: Educational Institution

2 weeks ago

Annapolis, Maryland, United States Anne Arundel County Public Schools Full time

Position Title:
Executive Secretary: Academic Leadership

POSITION SUMMARY

Acts as the primary administrative support to the principal of the educational institution by executing essential secretarial, clerical, and public relations functions.

This role encompasses a high level of administrative support, enabling the principal to focus on educational leadership by managing various administrative tasks; effectively welcoming and screening parents and visitors; and overseeing a broad range of clerical duties to ensure the smooth operation of the school office.

Individuals in this position are expected to demonstrate significant initiative, sound judgment, and proactive engagement in handling administrative matters, addressing inquiries, and performing essential public relations tasks.

Responsibilities include supervising and coordinating the work of other clerical staff as necessary. Bilingual capabilities may be required based on specific assignments.
KEY RESPONSIBILITIES
Provides comprehensive secretarial and office support to the school principal, alleviating him/her of numerous administrative responsibilities as designated.
Welcomes and screens visitors and phone calls, determining the nature of their inquiries and addressing routine matters appropriately. Keeps the principal updated on developments during his/her absence.
Manages the principal's calendar, scheduling appointments and parent-teacher meetings while resolving any conflicts arising from changes or cancellations. Reminds the principal of upcoming commitments and organizes all necessary arrangements.

Conveys messages, instructions, and procedures to staff on behalf of the principal with tact, discretion, and authority.

Maintains organized subject files, records, and indexes in alignment with the principal's work. Prepares referrals and establishes confidential files as necessary, proactively revising systems to meet evolving needs.
Handles incoming and outgoing mail, screening and distributing correspondence while managing routine inquiries.
Performs and/or delegates bookkeeping and banking functions alongside related accounting tasks.
Facilitates the registration of new students, preparing cumulative folders and completing necessary documentation.
Processes student transfers and withdrawals, ensuring all related paperwork is completed accurately.
Maintains employee time records and payroll documentation, verifying overtime, leave, and substitute requests as needed.
Arranges for substitute teachers as required and keeps an updated list of available substitutes.
Coordinates after-school facility usage, completing necessary request forms and submitting monthly reports.
In the absence of the Health Aide, provides first aid and communicates with parents regarding student absences or health issues at school. Assists in maintaining and updating the confidential medical list for distribution.
Organizes and coordinates field trips, ensuring all arrangements are made.

Compiles and submits essential reports, including monthly attendance, financial summaries, vandalism reports, fire drill documentation, federally connected surveys, insurance records, Kindergarten enrollment data, and projected staffing reports as directed.

Types various correspondence, requisitions, memoranda, PTA communications, school bulletins, student handbooks, testing materials, and more.
Supervises and coordinates the work of other clerical personnel as applicable, fostering teamwork and collaboration within the office.
Operates standard office equipment, manages inventory supplies, and processes supply orders.
Maintains positive public relations with parents, students, the community, and professional organizations while representing the principal.
Attends school meetings, taking minutes and distributing them as necessary.
Performs additional related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
To be successful in this role, an individual must effectively perform each essential duty. The qualifications listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made for individuals with disabilities to perform essential functions.
Education
A High School Diploma or Equivalency Certificate is required.

Some college-level coursework in specialized secretarial and/or commercial business subjects, including office procedures, bookkeeping, record management, typing, and shorthand is preferred.

Experience
A minimum of three (3) years of progressively responsible secretarial experience is required;
Two (2) years in a school environment or

an equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to successfully perform the duties of the position.

Knowledge, Skills, Abilities, and Other Characteristics
Demonstrated typing proficiency of forty (40) words per minute.
Proficient in personal computer operations, including word processing, spreadsheets, database management, and desktop publishing. Ability to utilize school-based financial, student, and human resources record management systems.
Thorough understanding of office practices and procedures, business English, spelling, bookkeeping, and commercial arithmetic.
Ability to train, instruct, assign, coordinate, and supervise the work of other clerical personnel and student assistants.
Ability to exercise courtesy, tact, and diplomacy in interactions with students, parents, administrators, colleagues, and the public.
Considerable knowledge of Board of Education policies and school operations.
Ability to apply independent judgment and discretion in interpreting school policies and procedures.
Ability to maintain confidentiality of sensitive operational records.
Language Requirements
Bilingual/Biliterate capabilities are required if assigned to a bilingual program.
Licenses and Certifications
Must maintain active licenses and certifications as a condition of employment.
Eligibility for Notary Public certification issued by the Maryland Secretary of State is required.
Driving Requirements
N/A

PHYSICAL DEMANDS/WORKING CONDITIONS

The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this role.

Reasonable accommodations may be made for individuals with disabilities to perform essential functions.
Physical Demands

Standing:

Walking:

Sitting:

Keyboarding:

Talking:

Hearing:
As required by the duties and responsibilities of the position.
Vision

The vision requirements described here are representative of those that must be met to successfully perform the essential functions of this role.

No special vision requirements
Work Environment
Location

Office, school, or similar indoor environment:
Weight & Force
Lifting and carrying requirements

Up to 20 pounds:
Travel Requirements
N/A

  • Administrative Assistant: Educational Institution

    2 weeks ago

    Annapolis, Maryland, United States Arundel High School Full time

    Title Code: Administrative Assistant: Educational Institution JOB SUMMARY The role involves executing a variety of administrative and clerical functions within an educational setting. This position requires a proficient level of clerical expertise, entailing responsibilities for handling diverse and moderately intricate tasks such as the preparation...

  • Administrative Assistant: Educational Institution

    2 weeks ago

    Annapolis, Maryland, United States Arundel High School Full time

    Title Code: Administrative Assistant: Educational Institution JOB SUMMARY The role involves executing a variety of administrative and clerical functions within an educational setting. This position requires a proficient level of clerical expertise, entailing the management of diverse and moderately intricate tasks such as the preparation and...

  • Administrative Assistant: Educational Institution

    2 weeks ago

    Annapolis, Maryland, United States Anne Arundel County Public Schools Full time

    Position Title: Secretary: School IIJOB OVERVIEWThis role serves as the administrative support to the principal, executing essential clerical, secretarial, and public relations tasks within an educational setting. The position entails providing assistance to the principal by managing various administrative responsibilities, effectively interacting with...

  • Financial Aid Consultant for Educational Institutions

    2 weeks ago

    Annapolis, Maryland, United States Paul Mitchell Schools Full time

    Position OverviewPaul Mitchell Schools is on the lookout for a dedicated Financial Aid Consultant to enhance our team. As a part of a rapidly expanding network of educational institutions, we pride ourselves on fostering a supportive and enriching environment that prioritizes the growth of our Future Professionals.Role ResponsibilitiesThe Financial Aid...

  • Compliance Administrator for Higher Education

    2 weeks ago

    Annapolis, Maryland, United States University of Maryland Center for Environmental Science Full time

    Position OverviewThe University of Maryland Center for Environmental Science is seeking a dedicated Compliance Administrator to oversee and ensure adherence to various regulatory standards within the institution.Minimum Qualifications A bachelor's degree in business administration, public administration, or a related discipline is essential. Candidates...

  • Administrative Assistant

    3 days ago

    Annapolis, Maryland, United States Image Power Inc Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Image Power Inc. As a key member of our office staff, you will provide exceptional support to our employees, ensuring they have the resources and information they need to excel in their roles.Key ResponsibilitiesAdministrative Support: Provide...

  • Reception and Administrative Assistant

    5 days ago

    Annapolis, Maryland, United States International Computer Sciences Inc Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant Receptionist to join our team at International Computer Sciences Inc. As a key member of our support staff, you will be responsible for providing exceptional administrative support to our management team and clients.Key ResponsibilitiesAdministrative Support: Provide...

  • Reception and Administrative Assistant

    5 days ago

    Annapolis, Maryland, United States International Computer Sciences Inc Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant Receptionist to join our team at International Computer Sciences Inc. As a key member of our support staff, you will be responsible for providing exceptional administrative support to our management team and ensuring the smooth operation of our office.Key...

  • Compliance Administrator for Higher Education

    2 weeks ago

    Annapolis, Maryland, United States University of Maryland Center for Environmental Science Full time

    Position OverviewThe University of Maryland Center for Environmental Science is seeking a dedicated Compliance Administrator. This role requires a Bachelor's degree in business, public administration, or a related discipline, along with substantial experience in compliance within the higher education or nonprofit/research sectors.Key ResponsibilitiesAs a...

  • Head Start Center Administrator

    2 weeks ago

    Annapolis, Maryland, United States The Y in Central Maryland Full time

    Position OverviewThe Y in Central Maryland is a mission-driven organization that embodies values reflecting a commitment to community and individual well-being. We seek individuals who are passionate about making a difference in the lives of others.Role Summary:This role entails serving as the Center Administrator for multiple Y Head Start facilities,...

  • Administrative Specialist II

    2 months ago

    Annapolis, Maryland, United States State of Maryland - DNR - Finance and Administrative Service Full time

    IntroductionThis is a contractual, position specific recruitment for the Maryland Department of Natural Resources, Finance and Administrative Services. This recruitment will be used to fill current vacancies for the position and may be used to fill future vacancies in the same classification/function. Future vacancies may also be filled via other...

  • Administrative Assistant

    14 hours ago

    Annapolis, Maryland, United States Arundel High School Full time

    Job SummaryArundel High School seeks a highly skilled and experienced Administrative Assistant to join our school office team. As an Administrative Assistant - School Office, you will be responsible for performing a variety of administrative tasks to support the daily operations of the school.Key ResponsibilitiesAnswer and screen telephone requests and...

  • Compliance Administrator for University Operations

    2 weeks ago

    Annapolis, Maryland, United States University of Maryland Center for Environmental Science Full time

    Position OverviewThe University of Maryland Center for Environmental Science is seeking a Compliance Administrator to oversee and ensure adherence to regulatory standards within the institution.Minimum QualificationsBachelor's degree in business, public administration, or a related field is essential.Demonstrated experience in compliance roles, particularly...

  • administrative aide

    4 weeks ago

    Annapolis, Maryland, United States State of Maryland - Department of Public Safety and Correctional Svcs Full time

    Introduction\rIf you are looking for an exciting career with great benefits, pension, generous leave, competitive salary, and the opportunity for advancement and professional growth, apply to join the DPSCS team today\rThe Department of Public Safety and Correctional Services (DPSCS) is seeking dedicated candidates to fill important roles within our...

  • IT Systems Administrator

    1 week ago

    Annapolis Junction, Maryland, United States BlueHalo Full time

    Join BlueHalo as a Systems Administrator in our Intel DivisionWe are in search of a skilled Systems Administrator to facilitate the deployment, troubleshooting, and upkeep of IT infrastructures within our Intel Division. This position entails overseeing IT system frameworks and procedures pertinent to these infrastructures, alongside delivering daily...

  • Administrative Assistant/Event Planner

    5 days ago

    Annapolis, Maryland, United States Irish Restaurant Company Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Office Administrator/Event Coordinator to join our team at the Irish Restaurant Company. This is an hourly admin position that requires a strong work ethic and ability to multitask.Key Responsibilities:Manage office operations, including opening and closing proceduresProcess sales and...

  • Administrative Coordinator

    3 days ago

    Annapolis, Maryland, United States BROTHERS FLOORING SERVICES LLC Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant to join our team at Brothers Flooring Services LLC. As an Administrative Assistant, you will be responsible for providing administrative support to our CEO and performing a wide range of administrative duties.Key ResponsibilitiesAdministrative Support: Provide...

  • Montessori Educational Director

    5 days ago

    Annapolis, Maryland, United States Montessori Association Internationale Full time

    We are seeking a visionary leader to serve as the Head of School for Montessori International Children's House (MICH). As a key member of our team, you will be responsible for driving the educational vision and strategy of our institution.MICH is a renowned educational institution that provides a unique and holistic learning experience to children from 18...

  • Educational Support Specialist

    1 day ago

    Annapolis, Maryland, United States Bureau of Naval Personnel Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Educational Support Specialist to join our team at the Bureau of Naval Personnel. As an Educational Support Specialist, you will provide administrative assistance to an Academic Department of Professors, handling various tasks such as travel orders, voucher inputs, and processing, as well as...

  • Administrative Support Specialist

    5 days ago

    Annapolis, Maryland, United States International Computer Sciences Inc Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Assistant Receptionist to join our team at International Computer Sciences Inc. As a key member of our administrative staff, you will provide exceptional support to our management team and clients.Key ResponsibilitiesAdministrative Support: Provide administrative assistance to...