What are the responsibilities and job description for the Administrative Assistant position at HERITAGE HALL?
Job Details
Description
Position Description:
The Administrative Assistant provides essential administrative support to the administrative departments at Heritage Hall. This position plays a critical role in ensuring smooth operations across the school by assisting with office tasks, financial processing, and general administrative support. As the first point of contact for students, faculty, families, and visitors, the Administrative Assistant must be professional, organized, and able to manage multiple priorities efficiently.
This 12-month position reports to the Executive Assistant to the President and follows an 8:00 AM - 5:00 PM daily work schedule.
Responsibilities:
Business Office Support:
- Assist with accounts payable and receivable tasks, including sorting invoices, collecting receipts, and organizing financial records.
- Support tuition and billing processes by handling inquiries, organizing documentation, and coordinating with families as needed.
- Maintain and update financial and student account records with accuracy and confidentiality.
- Communicate with vendors regarding invoices, payments, and other financial transactions.
Development Office Support:
- Assist with donor appointment scheduling and calendar management;
- Assist with donor data entry and record entries;
- Support stewardship efforts by assisting with donor thank you cards, mailings, and communications.
General Administrative Support:
- Provide administrative assistance to all administrative departments, including scheduling, correspondence, and document preparation;
- Manage incoming telephone calls, respond to inquiries, and redirect requests to appropriate staff members;
- Oversee the processing and distribution of internal and external mail for the school;
- Order and maintain office supplies for the administration building;
- Assist with data entry, record-keeping, and school information systems;
- Support the planning and execution of school events and meetings, including logistics and material preparation;
- Other duties as assigned.
Qualifications
Candidates should have:
- Associates or Bachelor’s degree preferred
- Experience with data entry/school information systems preferred
- Ability to handle confidential financial and administrative information with discretion.
- Strong communication skills to interact professionally with families, faculty, and staff.
- Experience in a school setting preferred
This role calls for strong professional judgment, a warm and welcoming demeanor, and excellent organizational skills. The ideal candidate must be discreet, adaptable, and highly proficient with technology to handle daily tasks efficiently. Success in this position requires a high energy level, the ability to multitask, and a genuine love for working with children. Additionally, candidates should be proactive, able to anticipate needs, and skilled at finding solutions.
