Administrative Assistant/Receptionist

Administrative Assistant/Receptionist

The Administrative Assistant/Receptionist position requires a skilled individual to complete a variety of administrative functions to support members of the school Leadership Team. The Administrative Assistant/Receptionist contributes to the efficient operation of the Fairwold campus. This position requires a high level of confidentiality, as the Administrative Assistant/Receptionist interfaces with high-level management of PHMC, staff, parents, and external agencies. This role reports to the Director of Admissions.

Responsibilities include managing the school security system and visitor badge system for individuals who enter the building, supporting school security by welcoming and managing the entrance and exit of school visitors, managing logistics for inventorying and assigning staff keys, technology, and other equipment essential for staff to perform job functions, answering the main school phone and transferring calls as needed, providing administrative support to school administrators for assigned projects, covering for the administrative assistants with orders, staff attendance, transportation issues, and other concerns, maintaining a neat and orderly welcome and reception area and providing exceptional customer service to visitors, fielding communication with school districts, parents, mental health providers, and responding promptly to the concerns and interests of the school community, assisting the proper Human Resources or other contact with scheduling interviews, hiring and onboarding processes, resignations, and collecting documents for annual school licensing, managing all mail and correspondence for administration, including confidential documents, preparing correspondence for signatures, reading all incoming correspondence, routing items to appropriate parties, and assisting administrators in composing responses, managing all mail and package deliveries from vendors and organizations, managing school supply orders and inventory for the school program, processing invoices for payment, assisting with managing all purchase requests, invoices, credit requests, and expenses associated with the school budget, procuring supplies and materials and maintaining availability of required items for multiple school staff, assisting the leadership team with special events, organizing logistics, coordinating schedules, arranging accommodations and refreshments, preparing and disseminating agendas and meeting materials, and fulfilling other requests, assisting in the coordination of events, projects, programs, and special tasks assigned by the Leadership Team, ensuring timely and accurate completion.

Skills include excellent working knowledge of school and accounting programs, excellent written and verbal communication skills with diverse populations, excellent ability in time management, organizing resources, and establishing priorities, strong ability to analyze complex situations and implement and coordinate systematic solutions, excellent computer skills in all Microsoft Office applications, data management and reporting skills, demonstrated ability to manage projects to completion, and demonstrated ability to manage multiple data systems.

Performance requirements include modeling traits of a responsible team member by executing job responsibilities, open communication, and timely follow-through; supporting team members to do the same, complying with all Fairwold and PHMC policies and procedures, maintaining and promoting confidentiality, supporting the safety of the education environment and complying with de-escalation and safety training expectations, and establishing effective working relationships with school staff, administrators, and PHMC leaders.

Education includes a high school diploma or equivalent required and a preferred associate degree in business or a related field. Experience includes three years of experience working in a fast-paced, customer service-based position and experience working with various computer programs, including all Microsoft Office applications.

Pay grade: 14

PHMC is an Equal Opportunity and E-Verify Employer.