Administrative Coordinator of School Services

Description

Job Purpose

The Administrative Coordinator of School Services is responsible for providing direct support to VIA’s school leadership team to ensure effective and efficient daily operations related to: 1) reception and communications; 2) administrative support and tasks; 3) record maintenance; and 4) coordination of resources. This position reports directly to the Director of Charlottesville VIA Day School. 

Duties and Responsibilities

Reception and Communication 

• Answer multi-line phone and direct callers to appropriate employees
• Greet and assist visitors with visitor badges or escort them to an office or meeting room
• Answer general questions about the school or refer to appropriate VIA personnel to assist with a caller’s needs
• Assist the Admission team by corresponding with the families of potential students to provide information on admissions and the school
• Open and date stamp all general correspondence
• Accept and sign for packages 
• Maintain a pleasant appearance of the lobby
• Maintain school sign collaborating with the Communications Department on messaging
• Assist other VIA locations as needed

Administrative

• Provide administrative support to school administration
• Assists school leadership with licensure and accreditation site reviews
• Serves as confidential assistant for Executive Director of School Services and Director of Charlottesville VIA Day School
• Maintains calendars for IEP’s and meeting rooms at JCH
• Researches and provides information on subjects as required
• Creates and distributes written communications to staff, families, and stakeholders
• Proofreads and process a wide variety of reports, letters, and communications
• Orders lunches daily for students on the free & reduced lunch program
• Supports school-wide events involving parents and community by assisting with planning and implementation
• Order office supplies from inventory
• Maintain an adequate inventory of office supplies
• Make lunch arrangements for meetings
• Set up and break down conference room for trainings and meetings as needed
• Maintain organization of library
• Manage credit card check out and check in
• Maintain key lock box and manage key usage 
• Manage VIA van check out/check ins

Records

• Maintain records, locate files, documents, and other information as necessary for current students
• Distribute and collect annual paperwork and consent forms
• File student documents and regularly audit student records
• Ensure admission application and records are complete and works in collaboration with admission team to ensure for a smooth process
• Fulfill record requests from district partners or other providers
• Maintain data collection systems as assigned
• Ensure accuracy of student records and attendance
• Manage all documentation related to emergency drills and procedures

Staff Scheduling 

• Enter all call outs into JCH Time Off Calendar as needed
• Assess staff shortages across classrooms and assign coverage to ensure for equal coverage

Position Type 

This is a full-time position. Minimum travel may be required.

Requirements

Qualifications

• Valid driver’s license required
• High school diploma or equivalent required
• Two or more years of experience in an office or administrative support position required. 
• Proficient in using Microsoft Office products (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Products
• Excellent written and oral communication 
• Ability to prioritize and multi-task in a fast paced environment
• Ability to exhibit a high level of confidentiality
• Ability to maintain a professional composure when working with staff and visitors
• Strong organizational and time management skills, with attention to accuracy and detail

Direct Reports

This position does not have any direct reports.