Receptionist/Administrative Assistant

Position Overview:

The Administrative Assistant plays a vital role in ensuring the smooth and efficient operation of NursesMC-Nashville, providing essential administrative and organizational support to the Executive Director, staff, students, and families. As the first point of contact for the school, this role manages the front office, ensuring clear communication, professional engagement, and a welcoming environment for all visitors. The Administrative Assistant is responsible for coordinating schedules, handling correspondence, maintaining records, organizing events, and supporting daily school operations, while upholding the NursesMC Pillars of Nursing—Scholarship, Character, Compassion & Empathy, and Professionalism. Additionally, this role serves as a liaison between students, families, and staff, offering translation services, tracking attendance, and ensuring that all administrative procedures run smoothly to support a positive and thriving school culture.

Our ideal candidate will have the following qualities:

• A deep belief that all students can succeed, combined with a dedication to advocating for their best interests.
• A contagious enthusiasm for teaching, learning, and the transformative impact of education.
• A strong passion for the NursesMC™ mission and a commitment to preparing a diverse nursing and healthcare workforce.
• High expectations for students, colleagues, and themselves, with a growth mindset and a commitment to continuous improvement.
• Strong interpersonal skills to collaborate with individuals from diverse backgrounds and experiences.
• Receptive to feedback and committed to personal and professional growth, actively seeking opportunities for improvement and implementing constructive suggestions to enhance student outcomes and team collaboration.
• A responsive and empathetic approach to addressing the needs of students, families, and the broader community.
• A love for the dynamic, entrepreneurial spirit of a start-up environment, including the ability to wear multiple hats, and pitch in as needed to achieve shared goals.

RESPONSIBILITIES:

• Essential Functions:
• Embody and demonstrate the Nurses Middle College’s (NursesMC™) Pillars of Nursing and Community which are Scholarship, Character, Compassion & Empathy, and Professionalism at all times.
• Manage the front office/reception area to ensure effective telephone and mail communication both internally and externally. Answer and direct all phone calls.
• Provides information by answering questions and requests.
• Replies to email, telephone, or face-to-face inquiries.
• Organizes and schedules appointments for the Executive Director.
• Maintains contact lists with names, emails, phone numbers, etc.
• Monitors and ensures that the reception area is kept tidy and projects a professional business-like image.
• Assists to translate all written documents including but not limited to promotional materials, letters to parent/guardians including weekly electronic newsletter, documents, permission slips etc.
• Serves as an oral translator on the phone, in meetings and whenever needed.
• Produces and distributes, via mailboxes or emails, correspondence, memos, letters, faxes and forms.
• Receives, sorts, and distributes mail.
• Assists in the preparation of regularly scheduled internal and external school-related reports.
• Develops and maintains a filing system, electronically and in paper-form.
• Periodically takes inventory of the office supplies and places orders utilizing the purchase order process.
• Orders supplies necessary for the overall operation of the school (meals, office, classroom, etc.) as requested.
• Coordinates repairs to office equipment.
• Coordinates office procedures. Develops and updates administrative systems to make them more efficient.
• Ensures ongoing knowledge of school operational procedures, calendar, instructional schedule, student handbook, forms, etc.
• Organizes, in collaboration with the school team, open houses, celebrations, etc.
• Greets and assists all visitors to the office.
• Provides general support to visitors, including, but not limited to Board members.
• Takes dictation as requested.
• Takes accurate minutes of meetings of the Board of Directors, Staff, Committee, and other meetings as directed by the Executive Director.
• Drafts notifications to parents. Contacts parents via email or phone as requested by guidance and/or administration.
• Researches and creates PowerPoint presentations in collaboration with the Executive Director.
• Generates reports as requested.
• Manages multiple projects.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participates in professional societies.
• Carries out administrative duties such as filing, typing, copying, faxing, binding, scanning, etc. Assists Executive Director with these duties as well.
• Handles sensitive information in a confidential manner.
• Maintains daily attendance in PowerSchool and ensures accurate records are maintained. Follow-up with parents/guardians regarding reasons for student absences.
• Greets and welcomes visitors ensuring adherence to visitor policy.
• Answers and disseminates calls to appropriate parties.
• Manage and update all school event calendars.
• Completes tardy slips and/or early dismissal slips for students.
• Assists students in obtaining working papers by assisting in their completion, if necessary.
• Retrieves messages from parents each morning and throughout the day regarding student absences, tardiness and early dismissals and communicates them in the morning to the staff person responsible for attendance tracking.
• Performs such other duties and assumes other responsibilities as may be assigned by the Executive Director and/or those duties that are necessary to perform the functions of the position.
• Professional Responsibilities
• Consistently, enthusiastically and deliberately promote and model the Nurses Middle College Pillars of Nursing: character, scholarship, compassion and empathy and professionalism.
• Exhibit investment in the school’s mission and vision while demonstrating the core belief that people and schools can grow.
• Consistently demonstrate adherence to the fidelity of the curriculum and to the Nurses Middle College model.
• Act on the belief that all students can learn. Advocate for students’ best interests at all times. Maintain expectations for growth mindset within the school community.
• Act ethically and with integrity while following all school, district, local, state and federal policies, procedures, and protocols.
• Use appropriate branding of the school that is aligned with mission and vision, in all internal and external communications.
• Contribute to a safe, supportive, and positive collegial environment while always maintaining a positive and professional attitude.
• Communicate ideas and information in a clear, logical, respectful and well-structured way, without ambiguity or unnecessary jargon.
• Uphold and celebrate a culture of equitable education where people from diverse backgrounds and perspectives can succeed.
• Adhere to the culture of high expectations, rigor, and accountability, and relentless self-improvement for students, families, colleagues and self.

QUALIFICATIONS:

• Associate’s degree required.
• Fluent in English and Spanish are required.
• At least two (2) years previous experience in office management, preferably in an urban charter school setting. Experience working with multicultural populations is preferred.
• Proficient in PowerSchool, Naviance, or other student management systems (SMS) required.
• Must be computer literate with proficient typing skills and familiarity with Microsoft Office and Google applications.
• Must be able to multitask.
• Must be diplomatic and discreet when dealing with confidential issues.
• Must possess/demonstrate the following skills/functions: Reporting, administrative writing, Microsoft Office and/or Google Suite, management of processes, organizational skills, analysis of information and data, professionalism, problem-solving, supply management, inventory control, and good verbal and written communication.
• Must have good people/interpersonal and telephone skills, demonstrating a pleasant phone manner at all times.
• Familiarity with the use of office equipment, phone, such as fax, photocopiers, binding and other office equipment.Excellent verbal/written communication skills.
• Ability to work as part of a team.
• Must demonstrate a professional appearance and manner.
• Ability to sit for prolonged periods, work independently, understand and carry out oral and written instructions, interact with persons of different age groups and cultural backgrounds.
• Must be punctual and reliable.
• Criminal background clearance (fingerprinting) required.
• Proof of U.S. Citizenship, residency or work visa required.

Other requirements

• Criminal background clearance with fingerprinting
• Proof of U.S. citizenship, residency or work visa

BENEFITS:

NursesMC-Nashville offers a versatile benefit package to all eligible employees, which includes medical, dental, vision, life and long-term disability insurance plans; an integrated Health Reimbursement Account (HRA) plan; Flexible Spending Account (FSA) option; Retirement 403(b) Plan; Teacher Pension Plan; Employee Assistance Program (EAP); FICA, Medicare and State Temporary Disability Insurance (TDI) programs; paid holidays; paid time off (PTO); and professional development opportunities. NursesMC-Nashville is loyal and committed to employees, and the provision of a robust benefits package is just one way in which we prove that commitment.

Nurses Middle College Nashville does not engage in discriminatory employment practices based on race, color, religion, sex, disability, age, or national origin, nor in actions to refuse or deny the full and equal enjoyment of goods, facilities and accommodations available to the public, based on race, color, religion, sex, disability, age, or national origin. As an equal opportunity employer, diversity, equity, inclusion, and belonging are at the core of who we are. We strive to create a workplace that reflects the communities we serve where everyone feels empowered as we celebrate multiple approaches and points of view. We are committed to maintaining a work and learning environment free from discrimination.

Job Type: Full-time

Pay: $40,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Nashville, TN 37211 (Required)

Ability to Relocate:

• Nashville, TN 37211: Relocate before starting work (Required)

Work Location: In person

Salary : $40,000 - $50,000