Preschool Division Assistant​/Administrative Assistant

Overview

Description

Job Title:
Division Assistant / Administrative Assistant – Preschool

Position Type:
Non-faculty, Staff, Non-exempt, Full-time

Reports to:
Division Head

Salary Range: $55,000 to $70,000 Annually Dependent on Experience

Benefits: Medical, Dental, Vision, Retirement, Employee Assistance Program, Discounted School Lunches, Costco Membership Reimbursement, Passport Discount Program, Professional Development, Needs Based Tuition Assistance

• Support the Division Head with administrative details and scheduling of appointments and meetings
• Provide support to faculty, including student information, in-house field trips, carpool procedures, forms, information distribution, and input for teacher newsletters
• Compose, type, and edit emails, letters, newsletters, agendas, presentations, and other documents
• Create and maintain a file structure for all Preschool documentation and related files year over year
• Design and keep the Preschool home page up to date
• Communicate with a wide variety of stakeholders: teachers, students, parents, staff members, outside vendors
• Support events by completing necessary reservations, calendaring, and disseminating information
• Liaise with Cubs Club vendors and manage yearly Cubs Club scheduling, registration, and coordination
• Design and calendarize yearly specialist schedules for all Preschool classes
• Maintain carpool system student database
• Assist with student drop-off and pick-up
• Manage scheduling of substitutes in emergencies and track absences in the absence management system
• Purchase and manage supplies for division including curriculum and reconcile purchases with receipts and allocated budget
• Occasionally provide 1:1 assistance to students
• Identify, report, and track facility needs
• Perform other related duties as assigned by the Division Head that may include some evening and early morning events
• Support Preschool Admissions activities
• Work in a highly engaged environment dealing with a variety of creative challenges, tasks, deadlines, and personalities

• Create and track seasonal rosters per sport per team
• Capture sport and student information into Final Forms
• Keep WPA website up to date with all sports and rosters
• Provide rostering information to Office of Marketing and Communications for each volleyball and basketball home game
• Create certificates, awards, and letterman inserts for end-of-season sports
• Track and reconcile purchases made on Athletics and Golf credit cards
• Update trophies for the trophy case
• Make hotel bookings for traveling teams
• Coordinate and collect balloons and flowers for athletic events
• Assist Athletics Director with ad hoc administrative tasks

• None

• High school diploma required
• Associate or bachelor’s degree preferred
• Previous office experience preferred
• Hold CPR/AED/First Aid certification (with epinephrine autoinjector supplement) or obtain certification within 90 days of employment start date
• Currently authorized to work in the United States for any employer (sponsorship not available for this position)

• Positively support the school’s policies and practices and work collaboratively in a professional organization
• Truthful, positive, and purposeful when communicating with others
• Able to use strong written and oral communication skills to transfer thoughts and express ideas
• Flexible and adaptable in dealing with new, different, or changing requirements
• Maintain confidentiality and security of information
• Hold self and others accountable to accomplish results
• Effective in handling multiple concurrent tasks
• Familiar with Microsoft Office Suite, ability to learn and work with the school’s integrated data-based software package and online curriculum tools, as needed
• Adhere to biblical standards in all areas of conduct

• Work at a desk and computer for extended periods of time
• Occasionally lift up to 30 pounds
• Regularly traverse full flight of stairs
• Work in a traditional climate-controlled office environment with occasional visits between campus buildings, requiring exposure throughout the day to the outside elements

$55,000 to $70,000 Annually Dependent on Experience