What are the responsibilities and job description for the Administrative Assistant position at Pine Crest School?
Purpose
The Upper School Administrative Assistant will perform a wide variety of office functions, and assist the Upper School Administration in supporting the overall operations of the division.
Essential Job Functions
Education
Experience And Qualifications
High School Degree required, Bachelor’s degree preferred
3 to 5 years’ experience working as an office assistant, receptionist or similar type of work.
The Upper School Administrative Assistant will perform a wide variety of office functions, and assist the Upper School Administration in supporting the overall operations of the division.
Essential Job Functions
- Supports the School’s mission statement and the philosophy of the department and adheres to School policies and procedures, including but not limited to what is outlined in the Employee Handbook
- Ensures accuracy of all student information and prepare diplomas for Commencement
- Prepares and sends emails on behalf of the Head of Upper School or the Assistant Heads of Upper School to various members of the community, ensuring accuracy, privacy, and confidentiality with all sensitive and pertinent information
- Manages student departures for appointments and off campus meetings which includes communicating with parents for explanations and permission
- Prepares and deliver notices of meeting times (Blue Slips) to students throughout the day for all administrators, college counselors, academic deans, teachers and the attendance officer
- Collects and manage forms from Athletics, class and senior photos, permission slips, community service, class trip and school activities, yearbook, health, school payments and early/late arrival to school
- Supports the Division with the retaining, scheduling, and supporting of substitute teachers
- Manages and maintains the Upper School office email account regularly throughout the day; respond and provide an answer/explanation to any questions whenever possible and appropriate
- Maintains an adequate inventory of office supplies in the workroom and order photocopy paper as needed
- Answers the phone and manages inquiries from students, parents and others who contact the Upper School via telephone in a timely and accurate fashion; respond and provide an answer/explanation to any questions whenever possible and appropriate
- Assists the Attendance Officer in gathering information for all absences and tardies as parents call. Fill in for the Attendance Officer in their absence
- Performs other duties and responsibilities as assigned by the Department Supervisor or their designee
Education
Experience And Qualifications
High School Degree required, Bachelor’s degree preferred
3 to 5 years’ experience working as an office assistant, receptionist or similar type of work.
