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Administrative Assistant
Lynnhaven Academy
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Administrative Assistant

Lynnhaven Academy

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Details
Posted:
February 14, 2021
Location:
Richmond, Virginia
Type:
Full Time - Administration
Category:
Other
Required Education:
High School

This position reports to the Head of School or his designee. This individual serves as a facilitator for the school by communicating information, problem solving, material acquisition, cash handling, record keeping and building usage. This position provides full spectrum administrative support to the head of school and the leadership and administrative staff. This individual must be able to handle daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time. Must be able to successfully perform the essential duties and responsibilities in an environment with constant interruptions. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. 

Essential Duties and Responsibilities

  1. Provide administrative support to the Head of School including, but not limited to preparation of presentations, budget, leadership minutes, tracking, calendar management, travel and room arrangements and correspondence to staff, parents, students and community members.
  2. Track, maintain and report on aspects and line items of the school budget including processing and purchasing supply requests in compliance with school policy (ies) and procedure, maintain inventory of supplies, track balances and provide reports.
  3. Perform general office duties including answering multi-line phones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
  4. Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format.
  5. Manage and schedule substitutes, employee time sheets, and leave logs.
  6. Maintain a petty cash account and prepare cash boxes for student activities; receive all incoming funds.
  7. Coordinate school office administrative needs.
  8. Independently answer routine questions and correspondence from parents, staff and students not requiring the Head of School’s or designee direct attention.
  9. Follow and administer medical protocols for students and provide first aid to staff and students maintaining accurate log of distribution consistent with School policy(ies).
  10. Complete a high volume of computer work, using school computer programs, to input high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
  11. Schedule conferences and programs as required including creating schedules, contacting all invited parties, preparing confirmation and distributing materials to all parties (teachers, deans, parents, etc.)
  12. Manage special projects as assigned by the Head of School
  13. Troubleshoot office machinery (copy, fax etc.) coordinating maintenance and supply inventory.
  14. Maintaining accurate and updated files. Prepare weekly deposits and deliver them to the bank.
  15. Maintain school Visa, Costco and other cards safely.
  16. Maintain school accounts including fees, program accounts for staff (fundraising, fairs, etc.), sports. 
  17. Coordinate the logistics of student orientation, open house events, board meetings, and other special events.
  18. Maintain accurate and complete records of deposits and expenditures for designated line items in the budget, providing monthly reporting to the Deputy Head of School
  19. Appropriately maintain and secure confidential student and personnel records and inquiries.
  20. Professionally represent the school in interactions with parents, community, staff, and students.
  21. Supervise students in the main office area, lunch area or halls. Refer students to the Head of School and contact parents as necessary.
  22. Maintain appropriate certifications and training hours as required.
  23. Comply with applicable School, state, local and federal laws, rules and regulations.
  24. Attend work regularly.
  25. Occasionally perform work beyond a standard 40-hour work week when work-load requires.
  26. Other duties may be assigned as needed.

MARGINAL DUTIES AND RESPONSIBILITIES

  1.  Serve on building and school related committees
  2. Assist with website maintenance.
  3. Update school bulletin boards and calendars.
  4. Report issues to authorities as necessary, animal control, suspicious activity etc.

SUPERVISORY RESPONSIBILITIES

This position may supervise volunteers and student aides. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

Required Qualifications: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: High school diploma or General Education Diploma (GED) and three to four years' related experience in typing, general clerical and/or training or equivalent combination of education and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in a school setting strongly preferred.
  • Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with adolescent students, faculty, staff, administration, parents, and the public.
  • Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies or members of the community. Ability to effectively present information to the Head of School and the Board of Trustees. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals. Ability to write reports and business correspondence.
  • Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
  • Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
  • Computer Skills: Proficiency in the usage of database software, internet software, e-mail and word processing software. Ability to proficiently use the following programs strongly Preferred: Google Docs, Sheets, Powerpoint, Excel, Google Drive, Canva, Student information systems, such as Blackbaud.  Ability to type accurately and proficiently.
  • Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents, members of the community and others including vendors, law enforcement and other agencies. Ability to exercise good judgment and work in an environment with constant interruptions.

Certificates, Licenses, Registrations: Certificates as determined by Lynnhaven including a Valid Virginia Driver License and ability to obtain a valid CPR/First Aid card.


Workplace Expectations

Lynnhaven Academy believes that every individual makes a significant contribution to our success. That contribution should not be limited to assigned responsibilities, job titles, seniority, or tenure. Therefore, this position description is designed to define primary duties, qualifications and job scope, but it should not limit the incumbent nor Lynnhaven Academy to the work identified. It is our expectation that every employee, no matter their position, will offer his/her/their services wherever and whenever necessary to ensure the success of Lynnhaven Academy’s goals.

  • Work effectively with and respond to people from diverse cultures or backgrounds 
  • Demonstrate professionalism and appropriate judgment in behavior, speech and dress in a neat, clean and appropriate professional manner for the assignment and work setting
  • Have regular and punctual attendance
  • Confer regularly with other staff and immediate supervisor
  • Follow all school policies, work procedures and reasonable requests by the proper authority
  • Maintain the integrity of confidential information relating to a student, family, colleague or Lynnhaven patron

Physical Requirements

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

  • Must be able to sit for extended periods of time
  • Frequently required to talk and listen
  • Must be able to regularly use repetitive wrist/hand/finger movement to work on computer and/or related office equipment.

COVID-19 and Infectious Diseases 

The employee may be required to wear a qualifying mask for up to 8 hours per work day to help mitigate the potential spread of COVID-19 or other infectious diseases. An employee may be required to wash their hands and sanitize desks and chairs on a routine basis. 

Mandatory Child Abuse Reporting: 

Lynnhaven employees are mandated child abuse reporters pursuant to § 63.2-1509 of the Code of Virginia; Mandated reporters shall report immediately any suspected abuse or neglect that they learn of in their professional or official capacity unless the person has actual knowledge that the same matter has already been reported to the local department or the department's toll-free child abuse and neglect hotline.

NOTES:

Additional Salary Information: Benefits: Health Insurance, Dental, Vision, Life Insurance, Paid Time Off
About Lynnhaven Academy
Lynnhaven Academy provides a progressive hands-on college preparatory curriculum that prepares students to take the next step beyond high school. Over 95% of graduates attend a four year university upon graduating. In most cases, students get into the college of their choice. Our students experience a significant increase in the amount of information that they retain when given the opportunity to practice what they are learning in the form of hands-on activities. Studies have shown that when students sit and listen intently, but passively, in a lecture-style environment, they retain 20 percent of the presented information. When they are given the opportunity to practice what they have just learned, that percentage increases to 75 percent. A Lynnhaven lesson often includes activities that are stimulating, active, and engaging. We have found their appetite for learning increases and they pay more attention to detail. Students also become more empowered in their own learning situation. Hands-on learning environments also develop critical thinking skills. We teach our students to make decisions on what to do next to receive the outcome they are striving to obtain. These critical ...thinking skills remain with a student as opposed to material that is simply memorized for a test. The goal is for a Lynnhaven graduate to have mastered the art of critical thinking so they can grow into productive citizens. The term "progressive education" has been used to describe ideas and practices that aim to make schools more effective agencies of a democratic society. Although there are numerous differences of style and emphasis among progressive educators, they share the conviction that democracy means active participation by all citizens in social, political, and economic decisions that will affect their lives.
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