Office Administrator

4 days ago

San Jose, California, United States Scholars Academy Full time
Job Title: Office Administrator

We are seeking a highly organized and detail-oriented Office Administrator to join our team at Scholars Academy. As an Office Administrator, you will be responsible for maintaining the day-to-day operations of our office, ensuring that all tasks are completed efficiently and effectively.

Key Responsibilities:

  • Maintain child care management software (Brightwheel) up to date by adding/removing student accounts, timely correspond with parents on child care management software, send notes and letters to parents, organize and respond to emails
  • Maintain school roster, Update class lists and new enrollment lists, maintain daily preschool and elementary school attendance
  • Maintain student's files - complete immunization records card check that all documents are complete
  • Maintain students' and staff emergency contact binders
  • Maintain students' allergy lists and update classrooms' allergies related information
  • Update classrooms' first aid kits frequently
  • Call the absentee students' Parents (Elementary & Preschool Parents), check student uniforms, report to directors daily, respond to parents according to Director's advice
  • Supervise children for class time and monthly staff meetings as required, schedule meetings, prepare meeting documents
  • Run advertisements and job postings for employee, school, etc., schedule interviews and follow, snack, recess, homework club, outside play, elementary student dismissal, etc.
  • Attend all administrative weekly and all staff meetings
  • Maintain updated contact information for company employees, customers & vendor list
  • Plan and set up school events, assist during events and make calls to vendors and other professionals for all events.
  • Keep office area clean and surrounding area clean
  • Report to the Founder any issues with classrooms, employees, students, office, and parents
  • Attend Marketing booths, attend local business meetings and carry flyers and business cards to pass out at local business venues
  • Encourage current and new parents to enroll and have them promote school on social media, Yelp, Google, Evergreen group and Next door groups, boosting employee morale and encourage positivity

Requirements:

  • High school diploma or equivalent
  • ECE units are required
  • 1+ years of experience in a secretarial job setting
  • Strong computer skills (Gmail, Google docs, etc.)
  • Strong written and oral communication skills, well-organized, detail-oriented, friendly, team player, collaborative, motivated
  • Excellent communication and time-management skills, ability to effectively prioritize work duties and adapt quickly

Benefits:

  • 401k matching
  • Competitive compensation
  • Referral bonus
  • Medical benefits offered
  • Professional training and development opportunities
  • Ability to enroll your children at the school with discounted tuition
  • Supportive staff and faculty members

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