What are the responsibilities and job description for the Administrative Assistant position at Mastro Montessori Academy?
Job Description:
Position Title: Administrative Assistant
Position Summary:
The Administrative Assistant is usually the first contact that prospective parents, visitors, and callers have with Mastro Montessori so the position requires poise, tact, and awareness. The Administrative Assistant must be able to develop a rapport with the Head of School, the Director of Operations & Advancement, and the Parent Engagement & Admissions Coordinator. The Administrative Assistant must be able to develop a trusting relationship with parents and a caring relationship with children.
Responsibilities:
Operations
- Answer phones and take messages for staff
- Sorts mail and handles correspondence
- Manage front door, greet visitors, and assist parents/visitors
- Order and restock classroom and cleaning supplies and maintain inventory of general supplies
- Assist with arrival and dismissal
- Assist with facilities management and scheduling of building services
- File staff and student paperwork
- Maintain student files
- Assist teachers with parent-teacher conferences
- Organize health records
- Assist nurse & health department with annual audit
- Garbage/Recycle Collection
- Processes requests for transportation aid from the Monmouth-Ocean Educational Services Commission
- Processes requests for nursing services, technology funds, and textbooks through MOESC
- Ensure classrooms maintain attendance records for students
- Provide secretarial support, including word processing to the office and teaching staff
- Maintain up-to-date student registration and medical forms
- Print attendance sheets, lists, rosters, and directories as needed
- Invoice for extended-day charges on a monthly basis
- Calculate a daily rate for tuition
- Coordinate student services (MOESC, NAIS) (RD)
- Processes funding and service requests with the Monmouth-Ocean Educational Services Commission (MOESC) with the assistance of the Administrative Assistant
- In consultation with the Director of Operations and Advancement administers financial aid applications of the National Association of Independent Schools (NAIS) School and Student Services
- Ensures compliance with all federal regulations related to nonimmigrant students
- Coordinate staff schedule for the alternating presence of staff members at arrivals and dismissals
- Assist with the implementation of Mastro policies, where needed
- Support staff community-building efforts, as requested
- Source and Schedule after-school enrichment activities. RD
- Assist staff with conference and workshop registration, accommodations, and travel arrangements
- Maintain a clean and organized reception area
- Maintain first-aid supplies
Advancement
- Assist with school events, including fundraisers, open houses, and other school activities
- Schedule, organize, and assist photographers and teachers with School Photo Day
- Coordinate school-year enrichment activities
- Manage annual production of the school yearbook
- Manage annual Field Day activities
- Create flyers for school activities and events
- Take photos when possible of school and classroom activities to be used for school promotional purposes
- Update and maintain the student and graduate database
- Work closely with the Director of Operations & Advancement, Parent Engagement & Admissions Coordinator, and Head of School as needed
- Issues newsletters and communiqués to parents
Miscellaneous
- Participates in activities prescribed by the academy and the Board of Trustees, including, but not limited to staff meetings, refresher courses, seminars, and school-related social events
- May be asked to step in to Perform all duties of a classroom assistant including overseeing lunch, arrivals, and dismissals
- Assist with year-end clean-up in the classroom when required.
Position Requirements:
The position requires secretarial training and/or work or related experience. The position requires organizational skills, patience, and initiative. Computer literacy requirements include demonstrable experience with Windows, word processing, and school data management software. Experience with other software and some college education are a plus.
Start date of March.
Job Type: Full-time
Pay: $15.50 - $18.00 per hour
Benefits:
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Shrewsbury, NJ 07702: Relocate before starting work (Required)
Work Location: In person
Salary : $16 - $18