Administrative Assistant

POSITION SUMMARY

The Administrative Assistant position at Gardner School supports the administration, students, staff, and families in our community. Along with staffing the front office, the Administrative Assistant will be responsible for supporting students with various needs, communicating with parents, and aiding teachers and administrators as needed throughout the work day. The Administrative Assistant will work closely with all members of the administrative team to respond to needs and support the work of the school.

• Greet visitors and tours, answer phone calls and redirect or answer questions as appropriate.
• Receive packages, retrieve and sort mail.
• Monitor students needing a quiet space or body break in the Main Office.
• Coordinate with faculty to call parents for forgotten lunches, health-related matters, and other concerns.
• Monitor daily attendance logs and contact families to confirm/excuse absences. Communicate to teachers and staff regarding absences.
• Monitor and respond to emails from various inboxes including info about the school, admissions, and office-related issues.

• Monitor campus security and maintain an awareness of who is entering campus and buildings, and check-in any campus visitors.
• Distribution of minor first aid materials, care for minor injuries (bloody noses, scraped knees, lost teeth, etc.), and be the point of contact for parents and staff regarding student health questions (related to absences, exclusions, and students requiring early pick up for illness/injury).
• Maintain the Injury Report filing in Dropbox, including the master list of injuries by date. Ensure paperwork is signed, scanned, properly named and filed in the relevant online folders.
• Track student immunization records through WAIIS, communicate with families and staff as needed, and ensure compliance with OSPI and state requirements. Report on an annual schedule (through WAIIS), and maintain records on site.
• Conduct monthly fire extinguisher checks.
• Maintain keys for the campus, communicate with the Director of Campus Operations if keys are missing or duplicates are needed.
• Respond to minor facilities needs and troubleshoot needs from classrooms and staff.

• Complete FACTS database maintenance, report generation, and assist administrators in accessing records as needed.
• In coordination with the Director of K-6 Program, respond to admissions inquiries, schedule and assign tours, and help move prospective families through the admissions process.
• Create spreadsheets and track data from various sources and databases as directed.
• Create materials for various events in coordination with other staff/administrative team members and assist in events management.
• Assist administration team as needed with a variety of administrative tasks and cross-train as requested by the Head of School.
• Manage Pizza Friday program, including vendor contacts for billing, ensuring pizza is ordered, and supervising the delivery and distribution of pizza each Friday.

• Serve as the main point of contact between substitutes and school personnel.
• Maintain an up-to-date database of available substitutes with qualifications, availability, and contact information.
• Schedule substitute teachers as required for coverage due to staff absences and develop contingency plans for last-minute absences and unfilled positions.
• Create and maintain a coverage schedule for internal staff when external substitutes are unavailable.
• Prepare and distribute daily substitute assignments with clear instructions, including essential information (classroom locations, schedules, emergency procedures). Ensure substitutes have access to lesson plans, class rosters, and necessary materials.
• Keep a record of absences and schedule adjustments on Google Calendar.

• In coordination with the Director of K-6 Program and Head of School, create classroom schedules and update as needed throughout the school year.
• Maintain accurate student and family records in-school information system (SIS).
• Work closely with the Director of K-6 Program and Director of Finance to finalize and upload enrollment packets into the FACTS SIS.
• Request and receive student records from other schools and upload them to portfolios for staff to access and send student records to other schools for transferring students as requested.
• Manage student file archives, ensuring Report Cards, immunization records, previous school records, 504/IEPs and other documentation is downloaded from external sources (WAIIS, FACTS, direct email, etc.) and archived in Dropbox.

• Help to maintain school policies, regulations, and expectations.
• Develop and maintain professional, collaborative, and collegial relationships with faculty and staff, as well as with community partners to the benefit of students and our program.
  Support the work of the Head of School and the administrative/leadership team.
• Provide effective supervision of students to…