The primary function of the Administrative Assistant to the Head of School / Main Office Manager is to ensure excellent customer service to Villa Academy families and guests; provide accurate, timely information; manage and support the health and safety needs of all the school’s constituents and provide assistance as needed to the Head of School, Board of Trustees and other departments. This is a full-time, benefitted position.
Specific Daily, Annual And Seasonal Duties Include:
Supervision and annual evaluation of office assistant;
Manage budgets for Health Room and Main Office;
Maintain confidential student cumulative records and complete records requests as they are received;
Manage the Health Room:
Generate forms, receive, retain and maintain all confidential health related student special needs paperwork.
Solicit, receive, and store (and/or distribute) all medications and the associated paperwork (authorization forms and medicine administration forms) for all medications held for daily use, emergency use and school overnight camps use.
Administer medication as needed and record administration.
Administer basic first aid for onsite injuries. Contact parents or 911 as needed.
Assess student wellness. Contact parents or 911 as needed;
Record all health room visits for injury and illness;
Maintain detailed monthly log of health room visits to track trends in illness and injuries;
Issue head injury notices, disease and head lice exposure notices;
Write accident report for any injury that requires professional follow up;
Conduct mid-year medication audit;
Assure the health room is adequately stocked with supplies;
Meet as needed with specific faculty and families, regarding student health needs/ issues that fall outside the usual parameters, to set up a special plan and problem solve obstacles;
Provide for or conduct training for all faculty and staff annually on life threatening food allergies and blood borne pathogens;
Solicit from families, receive and review immunization status for every student and report annually to the State. Advise families of changes or updates in immunization requirements annually or as they occur.
Maintain accurate staff, student and visitor accountability throughout the day (e.g., continually updating the attendance in the student database, i.e., PowerSchool). In the event of an emergency, take lead role in student accountability and parent-student reunion.
Greet and register all visitors and volunteers;
Register substitute teachers and provide with keys and substitute folders;
Register students who arrive late to school; “sign out” students leaving school early.
Act as Hiring Coordinator for Non-Faculty Positions:
Create and/or edit existing non-faculty job descriptions and post on various sites, all open positions as they occur throughout the year and especially in the spring through summer months for the new school year.
Act as first contact for position applicants.
Maintain a shared Google folder for each open position, which holds the discrete applicant folders. Move applicant materials into their Google folder for the directors and/or hiring committee to access for review.
Communicate with the applicant upon receipt of materials and as needed throughout the process.
Assist the Villa Board of Trustees as needed:
Maintain annual Board Roster;
Maintain monthly Board files;
Maintain Board Resolutions file;
Notify trustees of monthly Board meetings and monthly Executive Committee meetings;
Provide assistance to the Board secretary with draft Minutes each month. Proof and finalize monthly board meeting Minutes for distribution to the board.
Collect and input data for Federal, State and Organizational annual and seasonal reports (OSPI, NWAIS, NAIS, Seattle Archdiocese);
Update the student database on an annual basis, and throughout the year as needed, and notify all departments and our families of contact information updates.
Supply the Following Resources:
Create, maintain and update the various electronic school calendars (Public, Private [Room use], Board);
Create, print and distribute the annual School Family Directory;
Update and post the annual Family Handbook and the Employee Policies and Procedure manual;
Create and update a wide variety of forms for school, student, parent and parent association use.
Operate, maintain and provide supplies for school equipment (4 school photocopiers, postage machine, fax machine, laminator).
Work with the website team to update the website content.
General day-to-day reception and office maintenance:
Answer phones and email inquiries;
Responsible for primary monitor for school’s secure entry system.
Sort the mail.
Sort and distribute all forms that come to the office
Collect and safeguard all payments to the school.
Please provide, via email, the items listed below (preferably in one PDF document):
A cover letter.
A current resume with relevant educational experience and three references.
Villa Academy is an equal opportunity employer and complies with all federal rules and regulations and does not discriminate in admission, access, treatment or employment on the basis of race, color, religion, sex, creed, age, national origin, marital status or disability.
About Villa Academy
Villa Academy is a Catholic independent school serving children in Preschool through Grade 8, dedicated to excellence in the education of the whole child.
Guided by the Cabrinian tradition of educating hearts and minds, Villa Academy is a learning community that challenges the unique potential of each child and educates for a diverse society. The school seeks to develop within each student self esteem, an inquiring mind, a joy for learning, and a compassionate and ethical spirit