Administrative Assistant

Title:

Administrative Assistant

Department:
Administration

Schedule:

Monday-Friday

Status:
Exempt

Revised:
May 2026

A full-time, 12-month position reporting to the Executive Director. The Administrative Assistant is a member of the on site administrative team to ensure that all tasks/duties are completed and that the department meets performance goals. Duties and responsibilities include but are not limited to customer service, administrative support for the Executive Director and other members of the administrative team, front desk administration, event management planning, student health management, parent and staff support.

During the school year, the Administrative Assistant will also coordinate the before and after school program. During the school year when students are in session and/or when after school care is offered, the work day could start as early as 7:00am and could end as late as 5:30 pm. During vacation breaks, the work day is from 8:00am - 4:30pm unless other arrangements have been made.

The position includes a 30 minute unpaid lunch break.

• Serve as the face of the school, including providing excellent front-facing customer service in person and via phone, and e‑mail by responding to all forms of communication in a timely manner, to a wide variety of customers including parents, students, teachers, staff, vendors, and volunteers.
• Assist and administer first aid to students and monitor student medications.
• Act as a point person for community inquiries, stay informed and abreast of school events, updates and happenings.
• Assist in coordinating school events and activities in conjunction with the administrative team.

• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid the Administrative team.
• Open, sort, and distribute incoming correspondence, including faxes and e‑mail.
• Resolve parent, volunteer, staff and visitor complaints or answer questions regarding policies and procedures.
• Maintain and monitor records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
• Maintain effective working relationships with other members of the Department as well as other school personnel and community members, including those from diverse cultures or backgrounds or who speak limited or no English.

• Provides confidential secretarial and support services for administrators, staff, parents and students.
• Effectively utilizes multiple software platforms.
• Coordinates school events such as graduations, report card distribution, performances, as needed throughout the year.
• Other duties as assigned.

• Tracks attendance and truancy issues in collaboration with the administrative team.
• Collects attendance data for school and district reports in collaboration with the administrative team.
• Coordinate with teachers to communicate attendance issues and follow up with families accordingly.

• Responsible for student enrollment data entry, drops, and changes as needed throughout the year.
• Communicate enrollment and registration information to new and prospective families.
• Provide support for lottery and enrollment procedures.
• Organize and lead school tours throughout the school year.
• Liaison with child cares in the area to support events and enrollment efforts.

• Manage before and after school program operations including ordering supplies, billing, program schedules, and all record‐keeping activities.
• Collaborate, design and implement activities and assignments to encourage attendee's intellectual, creative, artistic, and athletic enrichment and abilities.
• Operate a variety of after‑school program supplies and equipment including athletic equipment, arts and crafts equipment, and office equipment as assigned.
• Act as a liaison between parents, staff, and school personnel; assist in conferring with parents regarding student performance and behavior as necessary.
• Interact with children in an effort to build self‑esteem and form a comfort level with peers; answer student questions, provide guidance,…