Admin Assistant

General Summary: Provides administrative support by assisting the Head and Assistant Head of Preschool and Lower School, faculty, and staff by performing complex and confidential administrative of clerical duties. Performs tasks while working with limited supervision and making work priority decisions in accordance with established policies, practices, and regulations. Serves as a liaison between students, parents, teachers, and administration.

Essential Duties and Responsibilities: 

• Acts as the division receptionist. Answers the telephone, takes messages, supplies requested information, or refers calls to the proper party as necessary.
• Keeps the Head of Preschool and Lower School and the Assistant Head's calendar.
• Gathers and maintains data in reference to student attendance and scheduling.
• Arranges meeting times and space usage/rentals for the Lower School.
• Handles inquiries from teachers, students, parents, and the general public.
• Assist parents with parent-teacher conferences sign-up process.
• Reconciles division credit card.
• Maintains files and confidential information.
• Uses various software programs and databases.
• Creates the Preschool and Lower School class schedule for each year based on enrollment and class offerings.
• Creates special day and assembly schedules throughout the school year.
• Assigns the coverage of classes from within when a substitute teacher is not available.
• Coordinates responsibilities with the division in-house substitute teacher.
• Oversees substitutes from Teacher's on Call.
• Files and maintains office correspondence, records, charts, etc.
• Coordinates purchasing and supplies, maintains stock level and storage.
• Analyzes records and systems, and devises suggestions for improvement of office procedures, methods, and record keeping.
• Prepares all onboarding information and on boards any students who miss the actual dates.
• Sets up all faculty drops in and observations.
• Works with the Middle School to ensure smooth transition of crossover students.
• Compiles index reporting materials and data.
• Sets up report cards and grade plans in myUSM.
• Manages A-H calendar setup in myUSM.
• Updates and maintains various Preschool and Lower School calendars.
• Manages the parent resource webpage.
• Works with parents and other schools to send or collect student records.
• Assists in closing ceremony preparation.
• Plans and organizes special events in the Preschool and Lower School.
• Works collaboratively with faculty, staff, and administration to meet diverse needs.
• Completes other tasks as deemed appropriate by the administration.

Knowledge, Skills, and Abilities:

• Exceptional customer service skills.
• Excellent computer skills, capable of competently operating technology.
• Ability to work collaboratively with others and maintain positive professional relationships.
• Ability to read, comprehend, follow, and give oral and written instructions.
• Excellent writing and communication skills.
• Strong interpersonal skills.
• Excellent organizational skills with a strong degree of self-direction and motivation.
• High level of maturity, confidentiality, and assertiveness.
• Capable of using tact and diplomacy in dealing with others.

Education and Experience:

• High School diploma minimum; associate's or college degree preferred.
• Experience as an administrative assistant in an educational setting is preferred