Administrative Assistant

The Administrative Assistant is the first point of contact for all visitors, parents, faculty, staff, and students. As the face of the school, the Administrative Assistant should be welcoming, personable, helpful, and able to represent the School in a professional and friendly manner while ensuring a secure environment for children and staff. The Administrative Assistant is also required to assist the Director of Finance and Administration with various administrative tasks. The Administrative Assistant reports to the Head of School in matters of digital media content and works closely with the Director of Enrollment to align messaging, language and campaign scheduling. The Administrative Assistant is a team player who works collaboratively with all members of the Administration Team.

Specific duties:

Reception responsibilities:

• Monitors student drop off, prepares student late slips, and confirms attendance in the Educate system and to the staff
• Screens and directs incoming phone calls to school and takes messages.
• Monitors main door and security cameras and oversees entry into the school building.
• Admits, greets, directs, signs visitors in and out.
• Processes incoming and out-going mail and packages, including purchase of mail supplies.
• Ensures maintenance and neatness of the reception area and front office, and that any signage is updated as needed.

Administrative responsibilities:

• Manages daily dismissal and bus list
• Maintains students’ files, records, emergency information and other school records and updates database as necessary
• Oversees Community Brands data management to ensure required data is captured and maintained
• Tracks daily student attendance and follows up each day with parents of absent students.
• Manages preparation, processing, and distributing of report cards
• Processes transcript requests to other schools
• Processes miscellaneous cash receipts received in the office to the TADS system or QuickBooks as needed
• Updates information in QuickBooks, including, Accounts Payable invoices and Cash Disbursements. Reconciles credit card account activity and petty cash on a monthly basis. Monitors, purchases, and dispenses school and office supplies.
• Maintains confidential information such as BCI checks, vendor files, and payment information.
• Participates on the FASRI Health and Safety Committee.
• Assures all policies and procedures are properly categorized and organized into one document and stored in the shared drive. This includes the subset documents for the Parent Handbook, the Employee Handbook, and the Health and Safety Plan
• Ensures maintenance and neatness of all office equipment and stored supplies.
• Other duties as required

Digital Content Management:

• Designs and creates consistent visual marketing materials for use on social media, digital platforms, print media, advertising, and other promotional materials.
• Posts daily updates on social media, including Facebook, Instagram and X
• Creates brand identity through identifiable designs, high-quality images, and consistent messaging in line with FASRI philosophy of teaching and learning to be reviewed by the HOS.
• Drafts compelling content to create interest in FASRI with the goal of increasing enrollment, decreasing attrition rate, and establishing FASRI’s reputation within the greater Providence, Rhode Island, New England, and national French American communities to be reviewed by the HOS.
• Maintain FASRI Website and FASRI Intranet, in close collaboration with HOS, Education Administrator and Director of Extracurricular Activities, as it relates to accuracy, and comprehensive and appealing content.

Occasional responsibilities outside normal business hours:

• Attends required staff meetings, and occasional evening school events as needed.

Requirements:

• Excellent organizational and time management skills, and attention to detail
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Strong team player with excellent collaboration abilities
• Working knowledge of office equipment
• Strong work ethics in terms of confidentiality, respect, and full alignment with the higher purpose/mission of the School

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 2 years (Preferred)
• Customer Service: 3 years (Preferred)

Ability to Relocate:

• Providence, RI 02906: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20