Executive Assistant to the Head of School

: Description:

Caprock Academy is seeking an Executive Assistant to the Head of School. Caprock Academy is a public, tuition-free school chartered by the Colorado Charter School Institute and utilizes the timeless principles of classically oriented education. As a person integral to Caprock Academy's team, the Executive Assistant will maintain the integrity of, advocate for, and facilitate the implementation of Caprock Academy's Vision, Mission, and Core Values of character, accountability and academics.

Caprock Academy follows the Core Knowledge© curriculum in grades K-8. This curriculum encompasses language arts, mathematics, science, history, geography, fine arts, and physical education. The curriculum is characterized by content-rich instruction, cumulative knowledge, content-specific lessons, and coherent sequencing. The foundation of our academics are rooted in classical education philosophy and pedagogy, following the grammar, logic and rhetoric trivium. The school's mission is to help all students achieve their highest academic and character potential using proven, accelerated academic programs while providing a safe environment. This mission is achieved through our vision of strengthening the community through the involvement of parents, educators, and community leaders working together to provide an environment that fosters academic excellence and develops strong character in our students. We shape global citizens who set life goals and practice lives of service and virtue.

The Executive Assistant to the Head of School will report to the Head of School. As a person integral to Caprock Academy's administrative support team, they will maintain the integrity of, advocate for, and facilitate the implementation of Caprock Academy's Vision, Mission, and Core Values always.

FLSA CLASSIFICATION: Salary Non-Exempt

EMPLOYMENT STATUS: Regular, full-time

WORK HOURS: 40 hours per week

PAY RANGE: Starting salary $40,000 depending on experience

CONTRACTED DAYS: 213

REPORTS TO: Head of School

Essential Duties:

• Provide assistance to the Head of School and administrative team on an as-needed basis
• Run Zoom meetings for monthly Board meetings and print Board packets for distribution
• Maintain CABOD Attendance spreadsheet and Employee Attendance spreadsheet for CABOD Meetings
• Attend Strategic Planning Committee Meetings
• Attend and take minutes at Admin Meetings
• Maintain, distribute, and collect Staff Intent to Return spreadsheet
• Maintain, distribute, and collect End of Year Check Out Lists
• Create draft and final Academic Calendar for Admin and CABOD review and approval
• Attend other Caprock Academy or community meetings as requested by the Head of School
• Coordinate appointments for the Head of School- as needed/requested
• Assist with emergency drills
• Receive and respond to employees calling out using the Caprock Academy call-out cellphone (requires availability during evenings, early mornings, and weekends)
• Coordinate substitute coverage and manage employee absences using current software
• Maintain current substitute Teacher/Educational Assistant list and Substitute folders
• Collect and distribute coverage information for substitutes each morning
• Create and distribute Daily Newsletters
• Maintain coverage spreadsheet
• Run Zoom meetings for monthly Board meetings and print Board packets for distribution
• Serve as a trained backup for front office assistants during absences or high-demand periods or as needed
• Provide backup support to the Front Office with credit card, cash, and check reconciliation as needed
• Maintain CPR/AED certifications and schedule training for staff and coaches so that there is no lapse in coverage.
• Maintain a list of copy codes and reset at month end; issue copy codes and record/monitor monthly usage.
• Maintain the main workroom and high school workroom including stocking of supplies and organization.
• Maintain all office equipment including printers, copiers and postage machine. Be the first point of contact with All Copy to include placing work orders and ordering supplies.
• Provide a second count (verification) for all cash deposits (validation, loss control).
• Track employee length of service ; purchase and distribute 5 yr, 10 yr, and 15 yr pins.

Additional Areas of Backup Support to Include as Needed:

• Monitor Ordering email and assist with serving all printing and in-house order requests of supply inventory
• Provide coverage for back office secretarial duties when applicable

Business Office Support

• Support HR Manager, Finance Manager, and Communications & Marketing Director/Front Office Supervisor as needed.
• Help HR Manager maintain employee files in FACTS, Readysub, Vector and any other databases necessary for employment.
• Assist HR Manager with timekeeping adjustments in Paylocity.
• Scan and upload Human Resource documents as needed/instructed.
• Process filing for the Human Resource office.
• Process filing for the Finance office.

Requirements:

Recommended Qualifications and Relevant Experience:

• Bachelor's Degree preferred but not required
• Excellent communication, organizational skills and attention to detail
• Ability to manage and prioritize multiple responsibilities in a dynamic school environment
• Experience in implementing, managing, and analyzing information
• Proficiency with Microsoft Office Suite, Word, Excel, PowerPoint, Google Workspace, and Zoom
• Advanced research skills
• Excellent written and verbal communication skills
• Experience in office administration, education, or a related field
• Familiarity with substitute coordination or staff scheduling (preferred)
• Self-starter and independent worker
• Ability to always maintain confidentiality and professionalism
• Flexible availability, including early mornings, evenings, and weekends as needed
• Ability to work collaboratively with various departments, including administration, business office, and front office staff

Required Documentation

• Application
• Current Resume
• Three Letters of Recommendation (including email addresses and phone numbers)

Benefits:

• Enrollment in Colorado's Public Employees Retirement Association (PERA) including employer contributions
• Health, dental, vision, employer-paid life insurance
• Earned PTO (complies with Colorado's Healthy Families and Workplaces Act)

EEO Statement

Caprock Academy is an EEO employer. Applicants are considered for positions for which they have applied without regard to gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age, marital status, disability, sexual orientation, genetic information, pregnancy, or other characteristics protected by law.

Application Deadline: This will be posted for a minimum of 2 business days or until a sufficient candidate pool has been collected. Job posting may come down early due to volume of applicants.