Description: Job Purpose The Administrative Assistant is responsible for providing direct support to VIA’s school leadership team to ensure effective and efficient daily operations related to: reception and communications, records, administrative support and tasks, and assisting students and staff. This position reports directly to the Director of Lexington VIA Day School. Duties and Responsibilities Reception and Communications Answer multi-line phone and direct callers to appropriate employees Greet and assist visitors with visitor badges or escort them to an office or meeting room Answer general questions about the school or refer to appropriate VIA personnel to assist with a caller’s needs Assist the Admission team by corresponding with the families of potential students to provide information on admissions and the school and scanning all admissions documents Open and date stamp all general correspondence Accept and sign for packages Maintain a pleasant appearance of the lobby Notify current student families about school announcements and events Assist other VIA locations as needed Records Maintain records, locate files, documents, and other information as necessary for current students Monitor student attendance and notify School Director regarding student absences in alignment with VIA student attendance policies Print, file, and mail progress notes and share with parents and school systems in accordance with school progress note calendars Distribute and collect annual paperwork and consent forms File student documents and regularly audit student records Ensure admission application and records are complete and works in collaboration with admission team to ensure for a smooth process Fulfill record requests from district partners or other providers Administrative Provide administrative support to school administration Serves as confidential assistant for Director of Lexington VIA Day School Creates and distributes written communications as needed Proofreads and process a wide variety of reports, letters, and communications Supports school-wide events involving parents and community by assisting with planning and implementation Researches and provides information on subjects as requested Make lunch arrangements for meetings and special events Set up and break down conference room and facility for trainings, meetings, and special events as needed Order office and building supplies from inventory Maintain an adequate inventory of office supplies Manage credit card check out and check in Assists in Emergency Management Procedures and Documentation Students and Staff Assist staff in stressful and/or emergency situations Assists in Medication management and first aid as needed Assists in student lunch time and preparation Position Type This is a full-time position. Minimum travel among programs/locations may be required. Requirements: Qualifications High school diploma or equivalent required Valid driver’s license required Demonstrate leadership, organizational, interpersonal and multitasking skills Proficient computer skills, including word-processing and Microsoft Office products (Word, Excel, PowerPoint, Outlook, and Adobe Products Excellent written and oral communication Ability to prioritize and multi-task in a fast paced environment Ability to exhibit a high level of confidentiality Ability to maintain a professional composure when working with staff and visitors Strong organizational and time management skills, with attention to accuracy and detail Direct Reports This position does not have any direct reports. Physical Requirements The ability to move independently throughout a wide range of environments, some of which may not be accessible for individuals with mobility challenges, is required. Independent transportation to locations that may not be served by public transportation may be necessary.
Salary: $37.3K - $47.2K a year
Employment Type: Full-time
Qualifications
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