EC​/LS Administrative Office Assistant

Position:
Early Childhood/Lower School (EC/LS) Office Assistant

Employment:
Monday to Friday 7.30am - 4.30pm

Start Date:

As soon as possible

School Overview

Canterbury School is an ISACS-accredited, independent day school in Fort Wayne, Indiana, dedicated to the intellectual and personal development of students from Age 2 to Grade 12. Our faculty and staff work together to ensure that the School lives up to its mission to ”maximize the potential of young people by providing a challenging, enriching, and supportive learning environment in which students build the foundation for a life of purpose, passion and meaning.”

Administrative

• Serve as the primary point of contact for the Divisional Office: greeting students; welcoming and supporting the sign in/out of families and visitors; answering phones; responding to general inquiries; and managing daily office operations
• Meet weekly with the divisional administrative team to discuss administrative and campus needs
• Provide support to the Division Director, EC and LS faculty, staff, families, and students to ensure the smooth operation of the division, especially in communications, follow through, and knowledge
• Manage EC and LS calendars (e.g., field trips, visitations, chapels, meetings)
• Maintain EC and LS group lists, EC/LS birthday list, and EC/LS rosters
• Ensure EC and LS families complete all health-related forms in Magnus Health Management System prior to the start of school, in coordination with the school nurse
• Provide logistical support for EC/LS Parent Association members, including EC and LS Parent Representatives, EC-Grade 4 Room Parents; and Friends of Faculty
• Prepare and distribute daily communications, parent reminders, faculty/staff notices, and intercom announcements, as needed
• Ensure the front office and other shared spaces are safe, clean, organized, stocked, and aesthetically pleasing e.g., Supply Closets, Basement, Kitchens, Workroom, Faculty Lounge, Lost and Found, Commons, and Conference Room
• Document absences, late arrivals, and/or early dismissals in database per student handbook
• Run attendance reports, as requested
• Meet weekly with the Dean of Students to discuss specific attendance issues

Student Records & Report Cards

• Create and maintain accurate hardcopy records and digital files for all students, including: report cards, assessments, testing information, and support plans
• Print and file hardcopy student report cards, and make digital copies accessible to families in the student information system
• Respond to all student records requests from external institutions within 3 days of receipt
  • Coordinate release of information with the Business Office
• Archive hardcopy and digital student files each year, following retention policies

Admissions and Enrollment

• Forward all admissions requests to the appropriate Admissions Office contact
• In coordination with the admission office process, coordinate, and communicate mid-year admits to division faculty and staff
• Assist faculty and the Division Director with the creation and maintenance of class lists
• Enroll students in grade level, classroom, and specials courses via database

Carpool

• Assign and manage carpool numbers for all students in Early Childhood, Lower School, and Middle School
• Enter carpool data into the school information system
• Staff Door #1 during AM carpool if Division Director is unavailable and/or find substitute coverage
• Assist LS Rep with AM carpool parent volunteer schedule, and substitutes, as needed
• Provide support to carpool staff and volunteers, as needed

Events

• Manage event and class reservations using the school's event management system, including booking spaces and providing on-site support for EC/LS faculty, staff, and parent volunteers as needed
• Ensure parking and security…