What are the responsibilities and job description for the Lower School Administrative Assistant position at Nashville Christian School?
Lower School Administrative Assistant
JOB DESCRIPTION – Lower School Administrative Assistant
PHILOSOPHY
Nashville Christian School, in partnership with parents, strives to give honor and glory to God through Jesus Christ by educating students in a loving, nurturing environment to be committed and productive Christian servants in all areas of this life and in preparation for eternity. We, Nashville Christian School, believe that the Bible is the inspired word of God, that Jesus Christ is God’s son, and that the Holy Spirit dwells in each of us. We believe that Christianity promotes high ideals, develops strong character, and holds the only promise for eternal life with God. Nashville Christian School, established by members of the churches of Christ, centers its entire program on Christian principles.
EXPECTATIONS
JOB DESCRIPTION – Lower School Administrative Assistant
PHILOSOPHY
Nashville Christian School, in partnership with parents, strives to give honor and glory to God through Jesus Christ by educating students in a loving, nurturing environment to be committed and productive Christian servants in all areas of this life and in preparation for eternity. We, Nashville Christian School, believe that the Bible is the inspired word of God, that Jesus Christ is God’s son, and that the Holy Spirit dwells in each of us. We believe that Christianity promotes high ideals, develops strong character, and holds the only promise for eternal life with God. Nashville Christian School, established by members of the churches of Christ, centers its entire program on Christian principles.
EXPECTATIONS
- Act as a Christian professional who is respectful and responsible and demonstrates Christ’s love while helping students realize and pursue their full potential – spiritually, intellectually, physically, and socially.
- Exemplify the school’s mission and vision to all stakeholders.
- Have a relationship with the Lord that includes an active membership in a local church. Accordingly, every employee must be morally upright in public and personal life.
- Support the core beliefs held by the school. Employees will lead in dress, conduct, and attitude.
- Assist in the promotion of good public relations by addressing the needs of all stakeholders kindly, patiently, and efficiently.
- Understand and maintain confidentiality of all sensitive information. This includes but is not limited to any student, administrative, and financial information.
- Communicate and collaborate positively with administrators, faculty, staff, volunteers, parents, and students.
DESCRIPTION
The Lower School Administrative Assistant will promote and maintain a front office environment that is customer-focused and customer-friendly. The administrative assistant will be a source of information for all stakeholders. When the administrative assistant is unable to provide information, she will connect the stakeholder to the appropriate source to obtain that information. The administrative assistant will promote and maintain the safety and security of all persons in the lower school building.
The Lower School Administrative Assistant will report directly to the lower and middle school administrators and provide support to the faculty and staff.
Essential Duties and Responsibilities:
- Front Office
- Be ready to serve customers in person and over the phone promptly at 7:15 AM during the school year and at designated summer hours.
- Maintain prompt and consistent service to customers at all times the office is open.
- Address the needs of all persons coming to the front office for assistance immediately and efficiently.
- Answer incoming calls on multiple lines quickly and pleasantly. Calls will only be allowed to go to voicemail if the administrative assistant is dealing with a customer face-to-face.
- Respond to voicemails regularly. Customers leaving a voicemail should receive a response in a timely fashion.
- Supervise and maintain daily office procedures (payment and collection of fees, tardies, absences, etc.).
- Communication
- Maintains familiarity with school policies/practices and ensures that daily activities are within the proper limits of such policies/practices.
- Keeps abreast of current activities that may affect the school and communicate all things to building administrators to protect from unexpected situations that may arise.
- Keeps informed of duties and schedules of building administrators and all other personnel assigned to the building.
- Maintains accurate and current student records for the building including contact information, leave usage, absences, injuries, and status.
- Create and coordinate schedules for special projects, including scheduling meetings and making room arrangements.
- Ensures that calendar dates are posted in Renweb and on the website calendar.
- Security
- Monitors access to the building through the front door and ensures that the front door is being monitored at all times.
- Monitors building security cameras.
- Maintains and enforces the visitor sign-in and sign-out procedures using the Raptor system.
- Schedules with school nurses to provide medical services as needed.
- In the absence of medical personnel, follows and administers medical protocols for students and provides first aid to staff and students while maintaining an accurate log of distribution consistent with NCS policies.
- Assists administrators in the implementation of Emergency Plans in both simulated and actual emergency situations.
- Assist the School Administrators
- Files correspondence and other records.
- Distributes incoming and outgoing mail.
- Assists in maintaining regular attendance records.
- Coordinates schoolwide functions and in-services.
- Schedules conferences, interviews, and other meetings.
- Assists students and staff in the operation of copy center facilities, materials, and equipment.
- Coordinates with IT and copier vendors for knowledge, supplies, and operations for workroom equipment.
- Assists the building administrators in contacting substitutes for all teachers and staff as requested.
- Plans promotes and communicates for all things in the back-to-school registration process.
- Coordinates with building administrators and the admissions department for extra touches through the admissions process.
- Plans ahead by assessing administrators and school calendars to prepare items, documents, or other plans.
- Keep the conference room meeting ready and keep the conference room calendar up to date.
- Remain focused on prioritized needs and be the gatekeeper of the office. Limit unnecessary office distractions.
- Orders curriculum materials and works with the business office as needed.
- Performs additional tasks as directed by the administrators, as required by the needs of the day, and may require being off-campus for errands or meetings.
- Assists in the planning, meetings, and form collection for middle school trips.
QUALIFICATIONS
- At least one year of related experience in typing, general clerical and/or training, or equivalent combination of education and experience.
- Ability to rapidly and accurately enter and retrieve computerized data.
- Prior successful experience working in a school is strongly preferred
- Core Skills:
- Works well with others from diverse backgrounds.
- Focuses on solving conflict, maintaining confidentiality, keeping emotions under control, remaining open to others’ ideas, and contributing to building a positive team spirit.
- Demonstrated ability to successfully work with children and the public.
- Ability to communicate fluently both verbally and in writing.
- Ability to calmly respond to common inquiries or complaints from students, parents, staff, or members of the community.
- Ability to appropriately communicate with students, teachers, parents, members of the community, and others including vendors, law enforcement, and other agencies.
- Ability to exercise good judgment and work in a fast-paced environment with constant interruptions.
Technical Knowledge:
- Proficiency in the usage of database software, internet software, e-mail, and Microsoft Office.
- Ability to proficiently use RenWeb, Google Suite, MS Word, and Excel.
- Ability to type accurately and proficiently.
Schedule -
This is the equivalent of a full-time position, which works Monday-Friday from 7:15 AM - 3:30 PM with an hour lunch break as commensurate to the hours the school is open. Time-off shall coincide with the NCS teacher schedule with school holidays and a modified 10-week summer work schedule as determined by the President of Nashville Christian School. The lower school administrative assistant position is considered an 11-month position.
Compensation –
NCS offers a competitive rate and comprehensive benefits for this position based on experience and qualifications. As an equal opportunity employer, NCS hires without consideration to race, religion, creed, color, national origin, age, gender, sexual orientation, marital status, veteran status, or disability.
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