Front Desk Administrative Assistant

Strawbridge School Administrative Assistant

The Strawbridge School Administrative Assistant works as part of a team of support professionals to provide an excellent client, visitor, and overall workplace experience at The Strawbridge School and Everstand. This role supports the daily functions of the entire school administration team by providing high-level administrative and organizational support. This role is responsible for several key workflows, such as attendance tracking, transportation logs and overseeing front desk operations. This position is responsible for critical data entry and recordkeeping, must be able to focus amidst interruptions, and must be able to prioritize multiple projects and deadlines.

The Strawbridge School is a non-public school approved by the Maryland State Department Of Education (MSDE). The program provides small, caring classroom settings guided by certified special education teachers.

The school serves youth with emotional, behavioral, and/or intellectual challenges in a supportive and nurturing environment. Our team addresses the unique educational needs of students who have been unable to thrive in a public-school setting. The Strawbridge School is one of several programs provided by Everstand, a national children and family-focused charity headquartered in Baltimore.

Everstand is not a federal or state agency. It is an independent not-for-profit organization that serves over 1,000 children annually across 12 locations. You would join about 800 teammates across DC, MD, PA, and WV that empower youth and their families to flourish within their community.

Essential Functions:

• Model and act in accordance with Everstand's core values.
• Approaches concerns, challenges, and opportunities with empathy, attention to detail, active listening, and curiosity.
• Consistently models EVERSTAND's core values: Safety, Empathy, Relationships, and Impact.
• Honor differences, acknowledge uniqueness, and amplify all voices
• Act as an authorized purchaser for the school's leadership team.
• Provide administrative support to the administration team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and maintain accurate documentation, reports and spreadsheets related to operational activities and both internal and external deadlines; this includes attendance tracking and transportation logs for new and current students.
• Assist with morning arrival and departure of students; assist with transportation tracking and completing bus evacuation drills.
• Communicate relevant, timely information in a calm and clear voice during a campus emergency via the overhead PA system, email, and walkie talkies.
• File documents, correspondence, etc. and maintain files in order to ensure continuity and confidentiality.
• Assist with the execution of The Strawbridge School's document retention policies by ensuring the appropriate and timely destruction of documents and student files that have expired.
• Process record requests for previous students.
• Office copiers and laminators: submit service calls to vendor and generally assist the school staff on how to use the functions of the copier/scanner/laminator.
• Maintain supply inventories and process supply requests for staff.
• Keep common areas (staff lounge, parent waiting room, front office and conference room) clean, organized and stocked.
• Make a great first impression for new employees by partnering with facilities and IT to ensure their workstations are clean and the technology is ready, office supplies are stocked, door name plate is made, etc.
• Understand and correctly utilize the telephone and voice mail systems. Answer multi-line phones and either transfer the caller to the appropriate party or handle the caller's needs directly.
• Assist with managing any assigned Everstand policy and procedure manuals. This includes ensuring quarterly updates are delivered on time, formatting and proofreading the manuals, preparing change summary sheets, and preparing the manuals for board approval on an annual basis.
• Obtain and maintain certification as a "super user" in BCC's electronic health record (EHR) software system, Cx360. Troubleshoot any workflow issues in partnership with the Electronic Health Record Administrator and distribute reports to leadership and other stakeholders.
• Input information quickly and accurately from a variety of sources into a software system, database, or spreadsheet.
• Be a super user in Microsoft Word, Excel and PowerPoint in order assist with reports, documentation and record-keeping.
• Serve as a monitor during safety drills and participate in debriefing exercises.
• Assist students with minor needs first aid materials, health suite calls and retrieving items out of backpacks.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 7:00 a.m. to 3:30 p.m. This position may require flexible work hours to include occasional evenings, on site and off site attendance at meetings. Eligible for flex schedule within pay week. This position is not essential during inclement weather.

Required Education and Experience:

• High School graduate with minimum of 1 year's office experience.

This job description is a general outline of the duties and requirements involved in this role. A full job description will be provided to candidates during the interview process.

Everstand is an equal-opportunity employer committed to excellence through diversity. All eligible candidates, regardless of personal characteristics, are encouraged to apply for vacancies as appropriate