Lower School Administrative Assistant

Position summary:

Responsible for administrative support duties in the CAIS Lower School.

MAIN AREAS OF FOCUS AND RESPONSIBILITY:

Manage administrative functions within the school division

Successfully support the Lower School Director Successfully coordinate Lower School events ESSENTIAL FUNCTIONS (not limited to):

Class Coverage:
Ensure that classes are covered in the event of teacher absenteeism, often by using Swing; may need to substitute in classes and cover collateral duties when teachers are absent

Attendance:
Notify families of excessive absences or tardies

Coordinate/co-coordinate events:
Back to School Night, Outdoor education, parent-teacher conferences, Halloween Parade, Photo Day, Thanksgiving luncheon, 5th Grade Promotion, LS Division faculty celebrations, etc; select catering company to prepare food for events, coordinate with facilities and IT personnel for event needs, monitor event timelines to ensure deadlines are met, send out invitations and manage RSVP lists, manage correspondences

Scheduling:
Schedule meetings, conferences, and appointments for lower school faculty and Director; maintain calendar of Division Director; reserve meeting sites; contact and confirm appointments and meetings

Acting as registrar, maintain cumulative folders of current and former students, ensuring that files are organized and secure. Download and send transcripts and progress reports to alternative schools and parents

Purchase materials and supplies according to the purchasing procedures

Processes and Protocols:
Facilitate processes such as hiring and recruitment, safety drills and checks, etc and maintain and update the standard operating protocols associated with these

Additional duties as requested by Lower School Director REQUIRED QUALIFICATIONS (essential skills and experience):2-3 years of administrative/clerical work experience

Technical/Computer skills as required for job performance

Initial and continued tuberculosis clearance

Initial and continued criminal background clearance by DOJ and FBI DESIRED QUALIFICATIONS (not required skills and experience):

Possess an associate’s or bachelor’s degree

Proficiency in MS Office Suite, Google Applications and Mac basicsCPR and First Aid Certification Work experience and familiarity with independent school SUCCESS FACTORS/

COMPETENCIES:

Commitment to school mission, vision, core values, policies and initiatives

Understanding of specific calendar management needs of Division Director Highly organized, with the ability to multitask

Demonstrates a refined attention to detail

Outstanding customer service abilities

Motivated, energetic personality and enjoy working with adolescents

Ability to exercise professional discretion and maintain confidentiality

Excellent oral and written communication and interpersonal skills

Demonstrate time management with the ability to organize and manage multiple projects

Excellent planning capabilities with an ability to think ahead and plan over academic year span