Shamrock Station Administrative Assistant

Shamrock Station Administrative AssistantThe Shamrock Station Administrative Assistant provides year-round front office, building access, safety, administrative, and operational support for Shamrock Station. Serving as the primary point of entry to the building, this position monitors the main entrance, greets and verifies visitors, manages visitor check-in through SafeVisitor, and follows district procedures for building access, security, confidentiality, and emergency response. The Administrative Assistant maintains awareness of daily building activities and promptly communicates safety, security, visitor, or facility concerns to appropriate personnel. In addition, the position provides general front-office support, assists visitors and callers, supports Shamrock Station programs and staff, communications, catering and events, and helps maintain a safe, welcoming, organized, and professional environment.Position Title: Shamrock Station Administrative AssistantClassification: Secretarial/ClericalReports To: Shamrock Station Building & Events Coordinator; Westfield High School Building PrincipalContract: 247 days, 7.5 hours/day, aligning with building hoursSchedule: Year-round, including summer office hoursAdditional Hours: Opportunities for approved additional hours associated with evening/weekend events, catering functions, and special programming.Front Office, Reception & Building Safety SupportServe as the primary point of contact in the front office and monitor the main building entrance for students, staff, families, clients, vendors, community partners, and visitors to Shamrock Station. Greet, identify, and check in visitors using SafeVisitor and established district visitor-access and security procedures before providing building access. Maintain awareness of individuals entering and exiting the building and promptly report unauthorized visitors, suspicious activity, safety concerns, emergencies, or unusual circumstances according to district procedures. Follow district and building procedures related to building security, visitor management, emergency response, student safety, and confidentiality and assist with safety communications and emergency procedures as directed. Maintain awareness of scheduled programs, meetings, events, and activities to appropriately identify, assist, and direct building visitors. Answer the main building telephone, provide general information, take messages, and direct inquiries to the appropriate staff member or program. Receive, sort, and distribute mail, packages, supplies, and vendor deliveries while following established building-access procedures. Maintain organized front-office records, forms, contact information, and building resources. Provide administrative, logistical, communications, and customer-service support for Rocks Shop, Foodies Rock Catering and Events, Shamrock Connections, and Rocks Media House. Communicate facility, visitor, delivery, scheduling, safety, or operational concerns to the Building & Events Coordinator. Support routine building needs that contribute to a safe, secure, organized, welcoming, and professional environment.Recording Keeping for The Pursuit InstituteSupport Shamrock Station communications and social media by sharing approved information regarding building programs, student activities, events, accomplishments, and community partnerships. Create and schedule approved social media content and assist with building announcements, digital communications, and informational signage in accordance with district communication, branding, and confidentiality guidelines.Catering & Events SupportServe as the initial point of contact for catering, event, meeting, and facility-use inquiries. Respond to initial phone and email inquiries in a timely and professional manner. Provide prospective clients with approved menus, facility information, general pricing, event guidelines, and other established materials. Gather preliminary inquiry information, including requested date, event type, anticipated guest count, requested services, space needs, and client contact information. Maintain organized records of incoming inquiries and initial client communications. Refer qualified inquiries to the Building & Events Coordinator for availability confirmation, customized pricing, menu development, contracts, event planning, and booking. Assist with routine follow-up or distribution of approved information as directed by the Building & Events Coordinator. Support the promotion of Foodies Rock Catering and Events by creating and sharing approved social media content highlighting catering services, event spaces, student experiences, and completed events. Assist with maintaining current catering and event information across approved digital platforms and promotional materials in coordination with the Building & Events Coordinator.Qualifications RequiredHigh school diploma or equivalent. Strong interpersonal and customer-service skills. Effective written and verbal communication skills. Strong organizational skills with attention to detail. Ability to prioritize and manage multiple responsibilities in a busy, public-facing environment. Proficiency with email, calendars, word processing, and common office technology. Ability to learn and utilize district technology systems, including visitor-management, scheduling, communication, and event-related platforms. Ability to communicate effectively and professionally with students, staff, families, clients, vendors, community members, and visitors. Ability to maintain confidential information and exercise sound professional judgment. Ability to work independently within established procedures and collaboratively as part of a team.Preferred Previous experience in a school office, administrative support, reception, hospitality, customer service, event, or similar environment. Experience working with students or in an educational setting. Experience with social media, marketing, or digital communications. Experience in catering, hospitality, event coordination, or facility operations. Experience with visitor-management or building-access systems. Experience providing customer service to community organizations, businesses, vendors, or external clients.