Administrative Assistant

Description

Job Purpose

The Administrative Assistant is a pivotal position that contributes to the efficient functioning of our educational institution's administrative processes. The Administrative Assistant is responsible for providing excellent customer service, and administrative support, and managing the front desk operations of the school. This position is a critical role in providing a warm, welcoming, and positive environment for students, staff, and parents. The Administrative Assistant will be the first point of contact for anyone who visits the school and should always present a professional and courteous demeanor. Office administration tasks and extra-curricular errands, data entry, mail sorting, manages office supplies, schedules meetings for Director and Assistant Director.

Duties and Responsibilities

Primary job duties and responsibilities:

• Communicates with customers, employees, and other individuals to answer questions, disseminate, or explain information and address complaints. 
• Greets and welcomes guests, students, parents, and staff in a professional and friendly manner, and assists with student and staff inquiries, provides general information, and route inquiries to the appropriate individuals.
• Enters new students into the Education Management Information System (EMIS).
• Manages and monitors inventory levels, orders, and receives office supplies, and ensure that all office equipment is functioning properly. Handles all incoming mail, packages, and other deliveries, and distributes it to the appropriate recipients.
• Efficiently and effectively handles parent/student inquiries and complaints. 
• Maintains a safe and secure working environment. 
• Demonstrates dedication, commitment, good character, honesty, integrity, and professionalism. 
• Supports extracurricular activities, maintaining the office calendar, and the fulfillment of administrative duties as assigned by the school Director.  
• If applicable, establishes a rapport with local and regional high schools and/or colleges. 
• Participates in local community events to increase community awareness of the school and recruit enrollees. 
• Agrees with and commits to the academic goals and philosophies of the company. 
• Understands, abides by, and implements the policies, directives and guidelines set forth by the management company. 
• Maintains confidentiality concerning all student and staff information and in all professional matters, and ensures security, integrity, and confidentiality of data. 
• Works as a team member to develop prevention/intervention strategies. 
• Manages student and staff attendance records, gathers and reviews attendance data to identify students who are excessively truant, and prepares related reports as needed.
• Assists in the scheduling of meetings, events, and other school activities for the Director and Assistant Director. 
• Serves as liaison between school and agencies such as social services and court services. 
• Assists with implementing truancy prevention programs for assigned schools and recommends strategies to support and improve regular school attendance (i.e.: incentives, mentor program, recognitions). 
• Performs all other job duties as assigned. 

Qualifications, Education and Experience

Necessary and desirable qualifications include, but are not limited to, the following:

• Commitment to the company’s mission, vision, and growth. 
• Profound familiarity with clerical practices and procedures. 
• Proficient in data entry, particularly with Education Management Information Systems (EMIS). 
• Exceptional communication, time management, organizational and planning skills. 
• Attention to detail and high level of accuracy. 
• Ability to take initiative and be flexible. 
• Passion for improving educational opportunities for urban students and for building a strong, mission-driven organization. 
• Education Preferred:
• High School Diploma or equivalent 
• Experience Preferred:
• Demonstrated experience in managing office tasks and interacting with customers.

Working Conditions

This job is performed in a generally clean and healthy environment. May work with challenging students at times.

Physical Requirements

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. 

Reasonable accommodations can be made to employees with qualified disabilities who can perform the essential functions of the job, so long as there is no undue hardship created upon the organization or other employees within the organization.

Supervision Received

Occasional, minimal guidance, but follows established work methods.

Direct Reports

None.

Conclusion

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed within this job. However, this job description is not intended to be an exhaustive list of responsibilities, duties, qualifications, or physical demands associated with the position.