Administrative Assistant

About the role

The Administrative Assistant is a pivotal position that contributes to the efficient functioning of our educational institution's administrative processes. This role provides excellent customer service, administrative support, and manages front desk operations, ensuring a warm, welcoming, and positive environment for students, staff, and parents. The Administrative Assistant serves as the first point of contact for visitors and must present a professional and courteous demeanor at all times.

Responsibilities

• Communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
• Greets and welcomes guests, students, parents, and staff in a professional and friendly manner; assists with inquiries and routes them to appropriate individuals.
• Enters new students into the Education Management Information System (EMIS).
• Manages and monitors inventory levels, orders and receives office supplies, and ensures all office equipment is functioning properly.
• Handles all incoming mail, packages, and deliveries, distributing them to the appropriate recipients.
• Efficiently handles parent/student inquiries and complaints.
• Maintains a safe and secure working environment.
• Demonstrates dedication, commitment, good character, honesty, integrity, and professionalism.
• Supports extracurricular activities, maintains the office calendar, and fulfills administrative duties as assigned by the school Director.
• If applicable, establishes rapport with local and regional high schools and/or colleges.
• Participates in local community events to increase awareness of the school and recruit enrollees.
• Agrees with and commits to the academic goals and philosophies of the company.
• Understands, abides by, and implements policies, directives, and guidelines set forth by the management company.
• Maintains confidentiality concerning all student and staff information and ensures security, integrity, and confidentiality of data.
• Works as a team member to develop prevention/intervention strategies.
• Manages student and staff attendance records, gathers and reviews attendance data to identify truant students, and prepares related reports as needed.
• Assists in scheduling meetings, events, and other school activities for the Director and Assistant Director.
• Serves as a liaison between the school and external agencies such as social services and court services.
• Assists with implementing truancy prevention programs and recommends strategies to support regular school attendance (e.g., incentives, mentor programs, recognitions).
• Performs all other job duties as assigned.

Qualifications

• Commitment to the company’s mission, vision, and growth.
• Profound familiarity with clerical practices and procedures.
• Proficient in data entry, particularly with Education Management Information Systems (EMIS).
• Exceptional communication, time management, organizational, and planning skills.
• Attention to detail and a high level of accuracy.
• Ability to take initiative and be flexible.
• Passion for improving educational opportunities for urban students and building a strong, mission-driven organization.

Education

Preferred: High School Diploma or equivalent.

Experience

Preferred: Demonstrated experience in managing office tasks and interacting with customers.

Working Conditions

This job is performed in a generally clean and healthy environment. May work with challenging students at times.

Physical Requirements

The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Reasonable accommodations can be made for employees with qualified disabilities who can perform the essential functions of the job, so long as there is no undue hardship created upon the organization or other employees.

Supervision Received

Occasional, minimal guidance, but follows established work methods.