Office Assistant

Description

Why Vista?

Vista College Prep empowers all children to aim higher and go further by providing them with access to a top quality education that prepares them for competitive high schools, colleges, and the world beyond. At Vista, we blend excellence, joy, community, and transparency to create a unique educational experience. We cultivate an environment where children love to learn together, teachers love teaching, and leaders love leading.

As a team at Vista, we are deeply committed to diversity, equity, and inclusiveness. We are especially committed to attracting and developing individuals who share the life experiences of our students because we believe the best work we do is grounded in the realities and experiences of our students and families. We believe that diversity is crucial for effecting lasting change, is one of our greatest strengths, and is a critical element of reaching the full potential of our team and community. Join us!

Role Mission:
 
The Office Assistant is responsible for helping ensure all front office activity aligns with VCP’s broader mission, especially as it pertains to a commitment to excellent customer service for all staff members, families, visitors, vendors, and supporters.  The Office Assistant also supports the Operations Team with all matters of school administration that do not directly relate to instruction.  In this role, you have the unique opportunity to serve as the “front face” of our school, collaborate closely with your team, and receive coaching to help you grow professionally.
 

Your Impact:
 
 

Communication Systems

• Ensure all front office activity aligns with and reinforces VCP’s broader mission.  Activities include but are not limited to greeting all families and visitors, managing phone calls, and meeting or exceeding expectations for the cleanliness and professional appearance of the front office;
• Maintain accurate and updated records of parent and family contact information, including records related to student custody and approved adults to dismiss students from school;
• Relay messages to staff, students, and families efficiently and professionally;
• Support management of the autocall system;
• Support management of family mailings and written communication to families;
• Translate documents into Spanish and interpret in-person meetings as requested;

Attendance Systems

• Support maintenance of accurate student records, including but not limited to attendance and tardies;
• Support management of school student information database;
• Support activities related to compliance with all state, federal, and local employment laws and policies related to student records;

Student Transportation Systems

• Support Office Manager in ensuring accuracy of daily bus lists;
• Facilitate communication related to ongoing updates to daily bus lists, student pick-up, and all details related to student dismissal;
• Support student safety by ensuring all students are signed into and out of school only by adults with custody and/or express permission from the student’s guardian to do so;
• Parent and Family Engagement/Student Recruitment
• Support school-wide events, including but not limited to Parent-Teacher Conferences, academic nights, field trips, community events, etc.;
• Support regular correspondence with families regarding school policies, trips, and events;
• Respond to family concerns promptly and effectively;
• Support activities related to enrollment at school site in collaboration with the Manager of Community Engagement;
• Support with orientations for new and returning families;
• Participate in visits for newly enrolled families as assigned;

School Operations

• Support campus preparation for each new school year by supporting the school’s Operations leader with ordering and receiving deliveries of furniture, equipment, and classroom supplies as well as supporting logistics related to vendor relationships (i.e., student food services, student transportation services); 
• Per direction from the school’s Operations leader, support management of instructional and office supplies to ensure that all materials are in stock and teacher requests are fulfilled;
• Support coordination with food services to ensure on-time meals, availability for field trips, and compliance with federal food regulations, including sanitation standards;
• Assist with on-site technology activities;
• Support management of all student medical/allergy information and the administration of medicine;

Operations Team Support

• Participate actively on the School’s Operations Team, including all activities related to team-building and professional development;
• Meet daily with Operations Team to align priorities;
• Support scholars with behavioral needs as directed;
• Support smooth, efficient daily school operations;
• Support faculty, scholars, and families with a superior level of customer service, enabling teachers and school leaders to focus exclusively on teaching and learning;
• Collaborate with Operations Team members to maintain strong staff culture and a warm, collegial and mission-focused environment for faculty and staff.

Your Compensation:

In recognition of our team members’ impact, Vista offers a comprehensive, flexible, and competitive compensation package to support the personal health, wellness, and finances of our staff and their families.

• Competitive base salaries reflective of our local market plus candidate experience and education level
• Robust healthcare plans for full-time staff, with health, dental, vision, disability, and life insurance plans at no cost in monthly premiums and $0 copays, plus confidential, 24/7, no-cost mental health resources and a healthcare concierge service to support your overall experience using your plans
• Retirement benefits through a 401k with John Hancock and up to a 3% employer match
• 8 days of PTO (school year), 10 days of PTO (summer), parental leave, and a school calendar with 27 paid holidays, school vacations, and Wellness Fridays built in strategically to support the sustainability of our work
• All the tools needed to succeed, including all curricular materials, quality professional development, classroom supplies, laptop computers for staff and 1:1 devices for students
• Opportunities for leadership, growth, and advancement on our team

Qualifications

• Belief in the Vista College Prep mission and educational model;
• Fiercely organized and consistently able to meet deadlines amid competing priorities;
• Attention to detail to ensure smooth, predictable, and effective execution of outcomes;
• Strong communication skills (written and oral) – able to communicate technical information and requirements (e.g., how to manage grade book reporting) to a non-technical person (e.g., teacher);
• Technical skills and experience managing and manipulating databases and data sets preferred;
• Fluent written and oral communication skills in Spanish;
• Proficient with MS Excel, MS Word, and MS PowerPoint;
• Superior initiative - takes instruction well, but does not wait for it;
• Places a high value on delivering quality internal and external focused customer service;
• Ability to work in a fast-paced, high-performing, but sometimes unpredictable environment;
• Maturity, humility, strong work ethic, sense of humor, and “roll-up-my-sleeves” attitude;
• “Whatever it takes” disposition;
• Valid IVP fingerprint clearance card;
   

Salary : $33,000 - $39,000