Assistant to the Principal, Grades TK-3

Key Responsibilities

• Support the Principal of Grades TK–3 in the daily operations of the elementary division
• Aid in developing procedures and workflows to support a growing new division
• Coordinate communication among administration, teachers, and families
• Facilitate phone and email communications on behalf of the Director as directed
• Track and follow up on outstanding checklists and action items to ensure timely completion
• Cook up and manage calendars for the Principal of Grades TK–3
• Schedule and coordinate meetings across administration, faculty, and external stakeholders
• Create the master calendar of events for TK-3 (share with the Executive Assistant to the Head of School, Admissions, Advancement, and Marketing/Social Media)
• Coordinate and manage calendars for the Principal of Grades TK–3
• Enter and maintain all TK-3 calendar events in Airtable, ensuring accuracy and timeliness
• Collaborate with the Elementary Front Office Assistant on the TK-3 approval process for all Oaks Christian events, adhering to established timelines
• Coordinate purchasing and ordering of classroom, office, and instructional supplies for the TK–3 Division
• Collaborate with the Elementary Front Office Assistant in monitoring inventory levels and proactively maintaining adequate supplies to support daily operations
• Maintain a live Budget Recap for the TK-3 Principal, updated on an ongoing basis
• Reconcile purchase records, invoices, receipts, and expense reports to ensure accuracy
• Reconcile all expenses on the TK-3 Principal and TK-3 Director’s Credit Card via COMDATA (monthly, per deadline received from the Business Office)
• Ensure purchases are accurately coded to the appropriate budget accounts
• Track expenditures and maintain organized financial documentation
• Collaborate with Business Office personnel to ensure compliance with school financial procedures
• Prepare purchasing and expenditure reports as requested
• Substitute Teacher Coordination – EZ Sub
• Oversee the EZ Sub system and manage all substitute teacher logistics
• Find and confirm substitutes, including early-morning (A.M.) and late-evening outreach as needed
• Pull and prepare schedules, attendance records, and lesson plans; print and organize materials for substitutes in advance of the school day
• Support onboarding of new faculty and staff as needed
• Faculty & Staff Support
• Serve as primary administrative support for TK–3 teachers and MS faculty and staff
• Coordinate faculty meetings and communications across grade levels
• Support TK-3 Faculty & Staff, and parents as needed, with administrative and logistical requests
• Collaborate with the Executive Administrative Assistant and HR Coordinator in coordinating FLIK food orders or with outside vendors for all events
• Student Services & Attendance
• Coordinate student enrollment and onboarding for the TK-3 Division
• Manage student files and documentation with accuracy and confidentiality
• Support classroom placements and student transitions
• Manage attendance records and reporting in compliance with school procedures
• Administrative Support – TK–8 Principal
• Provide administrative assistance to the TK–8 Principal as needed
• Support scheduling, communications, and special projects directed by the principal
• Collaborate with the Assistant to the TK-8 Principal on projects as directed by the principal
• Other duties as assigned

Strategic Launch Responsibilities – Shared

• Collaborate with the Elementary Front Office Assistant to build foundational systems for the new division
• Support implementation of new operational practices across the division
• Aid in creating long-term structures for divisional sustainability and success

Qualifications

• A high school diploma or equivalent required; an associate or bachelor’s degree preferred
• Prior experience in a school administrative or executive assistant role strongly preferred
• Demonstrated ability to manage budgets, reconcile expenses, and maintain accurate financial records
• Proficiency with Microsoft Office Suite, Blackbaud (AXIS), Airtable, Emburse (COMDATA) or similar expense-reconciliation tools
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities with keen attention to detail
• Ability to handle sensitive and confidential information with discretion
• Flexibility to respond to time-sensitive needs outside of regular business hours (e.g., early-morning substitute coordination)

WORKING CONDITIONS

• This is an on-site, full-time, 12-month position
• The role operates in a fast-paced environment requiring strong multitasking and composure under deadlines
• Early-morning or evening availability is sometimes required for substitute coordination or school events
• Regular collaboration with the TK-3 Director, faculty, staff, and Business Office is expected