Job summary
The Office Administrator is the first line of contact with scholar families.Provide administrative support to the campus by answering phones, handling correspondence, maintaining databases, and other general office duties.Carry out administrative, secretarial and clerical tasks.
Job seniority: entry level
Responsibilities
• Provide courteous, first line communication with campus families• Assemble, gather information for and prepare documents, reports, correspondence, spreadsheets and newsletters• Create and distribute all reports: progress reports, report cards, attendance, transcripts and any other records request• Maintain files• Oversee all the admission/enrollment process to include the collection, review of transcripts, immunization records, information necessary for appropriate funding including free and reduced meal applications• Registrar function to include lottery, waitlists and orientations for new and returning families• Maintain student database, records, including transcripts, attendance, in-out actions and health registrations• Answer telephone, direct callers to appropriate person, receive walk-in visitors, provide information, and arrange appointments as necessary• Sort and distribute mail• Provide daily meal count numbers to Food Services• Maintain all attendance records, tardy and early dismissals• Maintain office supply stock, check items in as they are received• Oversee the maintenance of office equipment: copiers, fax machine, postage machine• Maintain student and staff uniform inventory• Ensure receipt of student and family deliverables, fees and textbook, library book, athletic uniform returns, locker assignments, etc• Manage fundraiser accounts: nacho sales, dress down days, etc• Maintain parent-teacher conferences schedule• Respond to children with health problems such as emotional difficulties, digestive disturbances, children's diseases, asthma, allergies, and bee stings• Administer student medications per instructions and prepare related paperwork• Call parents concerning illness, items relating to student performance, life's work deposit• Create, type, proof and distribute newsletters and fliers for weekly distribution of information• Oversee summer mailings to publicize information on registration and orientation process• Keep records on staff sign-in---sign out• Assemble and disseminate information relating to school calling tree, evacuation maps & distribution for staff and teachers• Perform other related duties as assigned
Requirements
• Three years office administrator experience• Associates Degree or college coursework in communications, Administrative Assistant, business management OR a combination of three years of office assistant experience in a school setting and a high school diploma or equivalent• Must have experience and/or educational background sufficient to meet the wide range of responsibilities of the position• Must obtain Mandatory Child Abuse Reporting Certification annually prior to first day with scholars
Key Skills Needed
• Good computer skills, including: email, word processing, spreadsheets, and database management• Excellent interpersonal skills required to interact with others and contribute to a positive office atmosphere• Good organizational skills necessary to ensure that files, folders, and schedules are in proper order so the office can run efficiently• Office Administrators frequently write memos and email when communicating with administrators, staff, scholars and parents/guardians. Therefore, they must have good grammar, ensure accuracy, and maintain a professional tone
