Administrative Assistant
2 weeks ago
Administrators at State College Friends School support all aspects of school operations in service to our mission of "provid[ing] an academically vigorous education in a nurturing environment that inspires a love of learning and prepares students to meet challenges with confidence and compassion." A strong alignment with Quaker testimonies and progressive education -- in philosophy and conduct -- is expected.
In addition, the Administrative Assistant:
- Maintains a neat and welcoming environment for students, families, and visitors to the school;
- Manages the operation of the front desk of the school, including, but not limited to, overseeing entry through the front doors of the school, answering phone calls and online messages, and appropriately managing and distributing incoming information;
- Keeps accurate records of student and family information;
- Keeps accurate class and all-school schedules for each day;
- Compiles, stores, and distributes daily attendance information including dismissal plans, and coordinates with teachers and families regarding any special scheduling/pick-up for students;
- Keeps accurate student/classroom rosters; maintains up-to-date family information in FACTS; and maintains accurate faculty and staff contact information;
- Procures supplies for the school and oversees ordering of classroom supplies, including submitting state orders and updating classroom budgets as provided by the Business Manager;
- Assists in onboarding new employees, especially in regards to obtaining required clearances and payroll paperwork and, in collaboration with the Business Manager, benefits selection;
- Coordinates with volunteers to obtain clearances and keeps updated records on all volunteer clearances;
- Maintains and archives records related to school operations following records retention best practices;
- Requests student records for incoming students and prepares transfer of files for outgoing students
- Manages common space usage and shared technology;
- Maintains internal Google calendar with school activities;
- Arranges school transportation, both for daily busing and field trips;
- Assists students with first aid or other general needs, delegating to appropriate staff as needed;
- Logs checks and cash sent to the school and generates acknowledgements/tax receipts for donations;
- Manages special projects as assigned by the Head of School or Associate Head of School;
- Helps regularly with other administrative duties as needed.
The Administrative Assistant reports to the Head of School.
Experience
- Prior office management or administrative experience preferred
- Proficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace applications
- Strong organizational skills with the ability to multitask effectively in a fast-paced environment
- Excellent typing speed and data entry skills
- Knowledge of front desk operations, phone etiquette, and customer support best practices
- Demonstrated ability to manage calendars, handle clerical duties, and maintain high levels of accuracy in documentation
- Experience working in an environment with children preferred
Pay: $34, $38,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Tuition reimbursement
- Vision insurance
Education:
- High school or equivalent (Required)
Shift availability:
- Day Shift (Required)
Ability to Commute:
- State College, PA Required)
Work Location: In person
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