Qualities and Role of School Office Assistant :

The Office Assistant plays a central role in ensuring an orderly, responsive, and open school. In addition to maintaining the school’s administrative systems and routines, the Office Assistant functions as the primary contact person for all of the school’s constituents. In this role, the Office Assistant must be able to communicate effectively with students, teachers, families, trustees, donors, and visitors. The Office Assistant will report directly to the Director of Operations.

The Office Assistant will be able to perform the following:

A relentless drive to improve the minds, characters, and lives of students both in and out of school

Implement and enhance the school’s systems and culture

Maintain the school’s administrative systems and routine

Communicate effectively with students, families, and colleagues

Commit to positive customer service in challenging situations

Commit to continual professional growth, participating actively in department meetings, faculty meetings, and other leadership-related meetings

Be present for the annual three-week summer staff orientation and training

Support grade-level and school-wide activities

Assist with student recruitment

Collect school performance and student data

Maintain student files

Support staff events by preparing materials for staff workshops/trainings

Work with the school Leadership Team to ensure that all government and authorizer grant proposals and reports are completed and submitted on time

Be present and engaged Monday through Friday from 7:30 AM – 4:30 PM

Work periodic evenings and weekends as needed

Work on a year-round administrative schedule with school holidays and two weeks of summer vacation

Performance Responsibilities

Oversee the day-to-day activities of the school and serve as the main point of contact in the school reception area

Manage phones (answering calls, redirecting calls, taking messages, placing calls, creating school announcements, etc.)

Greet and document all visitors (signing in visitors, ensuring that students only leave with authorized parents/guardians, monitoring and controlling access to the school, etc.)

Manage mail (distributing received mail, preparing school mailings, making mail drops, etc.)

Maintain confidentiality of school records

Help manage the collection and maintenance of student, personnel, and school information (receiving forms and paperwork, tracking missing forms, managing databases, updating contact information, keeping records current, etc.)

Help manage school-wide daily systems (managing student attendance, tracking the student discipline system, etc.)

Help execute logistics and preparations for school events and activities as needed (making photocopies, setting up for special events, making phone calls to confirm attendance, etc.)

Help prepare set-up for staff meetings, staff retreats, and annual evaluations;

Maintain school calendar of events

Help to manage the National School Breakfast Program, National School Lunch Program, and snacks; and Process student and faculty applications.

Qualifications of an AAHS School Office Assistant

2-3 years of office experience, preferably working with an education agency

Prior experience working in schools and/or urban communities is preferred

Previous experience working with PowerSchool Platforms

Ability to understand working with a start-up and new educational system is challenging and requires discipline and the willingness to work through some trial and error to reach achieving results

Superb communication skills (both verbal and written)

Ability to prioritize tasks and professionally handle impromptu situations

Excellent computer skills, including Google Workspace and Microsoft Office Suite

Displays maturity and ability to work independently

Welcoming and positive presence

Communicates well with others and demonstrates strong interpersonal skills with students, parents, colleagues, and community members

Ability to manage multiple tasks and meet tight deadlines

Flexibility and a sense of humor

Enjoy working with children and young adults

Compensation

We offer a generous compensation package. All staff members are equipped with the tools needed to succeed, including a dedicated work space, laptop computer, email, high-speed internet access, and all necessary supplies.