Upper School Administrative Assistant

Description

Title:              US Administrative Assistant to the US Principal

Reports to:     US Principal

Work Year:   12 months

Position Focus:

The Upper School Administrative Assistant will pursue and support the mission of Cambridge Christian School and partner with the Upper School Principal to implement its realization.  He/she will coordinate and oversee US communication, servicing faculty/staff, students, and parents while also performing clerical duties for the High School office as directed by the US Principal and US Assistant Principal (AP).

Spiritual:

• Seek to role model in attitude, speech, and action a consistent daily walk with Jesus Christ
• Motivate others to accept God’s gift of salvation and grow in their faith
• Follow the Matthew 18 principle in dealing with students, parents, staff an administration
• Lead others to a realization of their worth in Christ and cultivate their growth in Christ-like character
• Subscribe to and promote the statement of faith.
• All staff are ministers of Christ.

Position Parameters:

GENERAL RESPONSIBILITIES

• Attend and assist with Upper School events.
• Manage all aspects of the daily operations of the HS office including student check-in, tardy passes, clothes closet, etc.
• Assist with dispensing medications, and care for ill or injured children, notifying parents, and monitoring accident reports.
• Assist US Administration in tracking, revising, and updating all US forms, communications, and the Parent/Student Handbook as needed.
• Coordinate culture building Upper School events including back to school lunch, Christmas lunch, end of the year lunch, and monthly divisional meetings.
• Assist with graduation and end of the year activities as needed.
• Seek and participate in workshops and webinars to strengthen skills and professional growth.

TEACHER CERTIFICATION & PROFESSIONAL DEVELOPMENT

• Coordinate scheduling, prep, and details involved in making reservations for all teacher workshops and conferences.
• Support the search and hiring process for all US faculty/staff.
• Support in maintaining all standards required for accreditation by all accrediting bodies, and throughout the accreditation process serve as a key point of contact for US.

SUBSTITUTE COORDINATION

• Check the US Sub email account regularly.
• Coordinate the daily schedule of substitutes.
• Prepare substitutes with daily assignments and rosters.
• Serve as the point of contact between substitutes and teachers.
• Work with the middle school office to coordinate substitutes.
• Procure substitutes daily as needed.
• Reconcile Paycom entries with leave requests.
• Provide weekly attendance report to Human Resources.

STUDENT AFFAIRS & ACADEMIC PERFORMANCE

• Manage the US Principal and AP’s calendar.
• Assist the US Principal and AP in screening and scheduling appointments with parents, faculty/staff, and students.
• Coordinate the schedule for all formal evaluations in the fall and spring with faculty; pre and post evaluation meetings.
• Schedule all informal observations into the US Principal and AP’s calendars and follow up evaluations for all formal evaluations as needed.
• Collaborate and support communication with department heads and coordinators.
• Prep for departmental and faculty meetings and attend as requested by administration.
• Serve on the US Office Team and assist in the implementation of initiatives.
• Support the US Principal and AP with all curricular and academic projects and initiatives, including the coordinating and prep for all PD sessions.
• Assist the Coordinator of Student Activities with all US calendars; tracking, reconciling, attending all calendar meetings, and assisting with details involved in all US events.
• Assist with the coordination and scheduling of afterschool, summer, and J-term programs to assure the attainment of program goals and objectives as set by the US Principal.
• Assist the Coordinator of Student Activities in managing and coordinating details for all student programs, clubs, trips, activities, events and both MS & HS Chapel programs, to include the management or collection of monies/funds exchanged as needed.
• Support the coordination of standardized testing and semester exams with the Guidance department.

PUBLIC RELATIONS & ADMISSIONS

• Oversee and publish the weekly electronic newsletter.
• Assist the US Principal in all communications with the admissions office and the processing of student files. 
• Work with Admissions to coordinate student shadow arrangements.
• Coordinate with Admissions and potential new families to schedule family interviews.
• Assist the US Principal within the admissions process to welcome new families and help them to assimilate into the CCS culture. This will include scheduling meetings with new families prior to school and coordinating all communications to ensure a smooth transition into the school year.
• Proofread and manage the distribution of all communications to parents/students/faculty prior to their release.

BUDGET & OPERATIONS

• Assist the US AP to ensure all summer maintenance requests are scheduled and a timeline has been established prior to the end of school.
• Assist the US Principal and AP in monitoring the upkeep and maintenance of the US campus.
• Assist the US Principal with all aspects of the US budget and budget projections.
• Manage all spending for Upper School including middle school and student activities.
• Keep and track all receipts for High School.
• Maintain POs, purchasing, check requests, online order requests, and credit cards for Upper School.
• Order and stock office supplies, clinic supplies, and equipment for Upper School.

Qualifications

Preferred Qualifications:

• Have excellent people skills, be detailed oriented, have strong organizational, computer skills, and good verbal and written communication skills.
• Have a minimum of 3 years’ work experience in school or related businesses.
• Be certified in CPR and First Aid or committed to obtain within 2 months of employment.
• Be able to work well with adults and students in potentially stressful situations.
• Maintain appropriate confidentiality using tact in all situations.
• Be a Christian who is a member of good standing in a Bible-believing church.