Career Center

TITLE ......................................Administrative Assistant – 10 Month and 12 Month

FLSA STATUS.........................Non-exempt

REPORTS TO .........................Divisional and Department Leaders

PRIOR EXPERIENCE ............Experience as an administrative assistant/secretary is required, educational setting preferred

EVALUATION ........................Evaluated by divisional and departmental leaders using the agreed upon evaluation tool

MAJOR DUTIES & PERFORMANCE RESPONSIBILITIES

Office Management

• Maintain friendly and welcoming decorum with parents, students, staff, volunteers, and general office visitors.
• Maintain the divisional/departmental leaders’ calendars, schedule their appointments, arrange meetings and conferences and make their travel arrangements.
• Review and ensure substitute teacher coverage is available for staff absences. Upon substitute teacher arrival, provide room access, sign-in, necessary materials, and orient to school culture as needed.
• Manage the office phone system, which includes answering, screening, and routing incoming phone calls.
• Initiate general supply purchases. Purchase, receive, store and distribute supplies.
• As requested, coordinate scheduling of buses for field trips and other student activities with school receptionist.
• Assist parent organizations in scheduling division-appropriate programs and activities, as needed.
• In cooperation with the school administration, ensure special programs are effectively coordinated.

Student Records Management

• Track student absences and call parents when students are not at school.
• Work with Registrar to transfer student records upon request from requesting school(s).
• When necessary, request student records for recently enrolled students from previous school(s).

Communication

• Respond to email and phone inquiries from a variety of individuals (e.g. staff, parents, students, vendors) to information and/or directions as may be required. Refer problems and concerns to the proper administrator for attention as needed.
• Coordinate office activities and communications on school activities, events and timelines. Submit calendar requests to Master Calendar and maintain divisional school calendar to document building-based activities and school events. 
• Assist in the creation and distribution of various communications,  including letters and memoranda, compose correspondence and bulletins independently, and assist with routine administrative matters as appropriate. 
• Establish and maintain records, compile and distribute materials and reports, and respond to inquiries from a variety of internal and external sources.

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 possible 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 work with students 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 division head.  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 create and interpret bar graphs as needed.
• Reasoning Ability: Ability to define problems, collect data, establish facts, draw valid conclusions and solve practical problems dealing with a variety of concrete variables in situations where only limited standardization may exist.  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: Blackbaud Education Edge, Blackbaud On Product Suite (OnBoard, OnRecord, OnCampus), Microsoft Suite (Word, PowerPoint, Excel), and/or Google Docs. Ability to type accurately and proficiently.

• Other Skills and Abilities: Ability to communicate appropriately 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. Be attentive to detail, meeting deadlines and schedules, adapting to changing work priorities, displaying patience, and a sense of humor. Demonstrated ability to work with adolescent students and the public.
• Physical Demands: The employee is frequently required to walk, sit, use hands for fine manipulation. The employee is frequently required to stand and stoop, kneel, or crouch and climb stairs. The employee may lift and/or move up to 15 pounds and occasionally up to 50 pounds. Specific vision abilities required by this job include close vision.

• Certificates, Licenses, Registrations:  Certificates as determined by the School including a valid Illinois Driver's License and ability to obtain a valid CPR/First Aid card.

North Shore Country Day is an equal opportunity employer. Employment decisions are based on qualifications, and abilities. North Shore does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or any other characteristic protected by law.