Administrative Assistant 4-8 Division

Administrative Assistant Lower School: 4th-6th Grade

VON ROVE HARTER CHOOL INSPIRE PASSION FOR LIFELONG LEARNING ONE STUDENT AT A TIME

BASIC FUNCTIONS: The Administrative Assistant provides comprehensive administrative and secretarial support to the Lower School Principal/Assistant Principal and serves as a key resource for students, parents, faculty, staff, and community members. This position is responsible for coordinating daily office operations, maintaining confidential records, managing communications, scheduling activities and events, and supporting the effective functioning of the Lower School. The Administrative Assistant contributes to a positive, organized, and professional school environment while ensuring efficient and responsive service to the school community.

Qualifications

1. High school diploma or equivalent required; associate's or bachelor's degree preferred.

2. Previous administrative, secretarial, or office management experience, preferably in an educational setting.

3. Experience managing records, preparing reports, and maintaining confidential information while ensuring accuracy, organization, and compliance with office procedures.

4. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), Google Workspace (Docs, Sheets, Slides, and Gmail), PowerSchool, and similar student information and database systems, with the ability to quickly learn and effectively utilize additional school management platforms and office technologies.

5. Strong customer service skills with the ability to interact effectively and professionally with students, parents, staff, and the public.

6. Ability to define problems, collect and analyze data, establish facts, draw conclusions, motivate students, and maintain accurate records.

7. Works independently with minimal supervision and collaborates effectively within a team.

8. Accepts responsibility and demonstrates self-motivation.

9. Exhibits a strong work ethic, effective time management and the ability to multitask efficiently.

10. Models professional and ethical standards in interactions with students, parents, colleagues, and the community.

REPORTS TO: 4th-6th Principal and Assistant Principal STATUS: Full-Time, 12-Month

SCHEDULE: 7:15am-3:15pm, Monday-Friday CLASSIFICATION: Non-Exempt, Salaried

LOCATION: State Road Campus - Lower School

Performance Responsibilities

1. Lower School Specific a. Manages the purchase order process for the 4th6th Division, including data entry, tracking expenditures, and verifying order fulfillment. b. Assists with AM and PM bus duty. c. Supports the planning and execution of the Holiday Show by coordinating administrative operations, overseeing ticketing procedures, and providing on-site event support during performances. d. Provides on-site support to students and staff during Camp Saginaw field trip. e. Assists in the planning, coordination, and execution of school events, including Meet and Greets, Back-to-School Nights, parent-teacher conferences, field trips, and special programs, while providing on-site support as needed. f. Provide daily coverage to the front greeter's desk and may support other administrative assistants when warranted.

2. Planning and Preparation a. Anticipates organizational needs and proactively identifies and resolves problems. b. Remains responsive to the needs of students, parents, staff, and administration. c. Collaborates effectively with families, staff, and administration to provide information and support that promotes student success.

3. Environment a. Manages daily school office operations and performs general clerical duties, including greeting visitors, answering phones, photocopying, mailing, processing payments, and maintaining files. b. Maintains administrative calendars and coordinates meetings, conferences, professional development activities, and school events. c. Prepares agendas and coordinates logistics for administrative, committee, and leadership meetings. d. Welcomes parents and visitors, provides school tours, and responds to routine inquiries from students, staff, and community members.

4. Responsibilities a. Facilitates effective communication among parents, community members, teachers, and school administrators. b. Prepares, processes, and distributes correspondence, reports, memoranda, and other documents accurately and in a timely manner. c. Maintains inventory records and coordinates ordering of school supplies and equipment. d. Conducts research, compiles data, and prepares reports and presentations as requested by administration. e. Maintains knowledge of school policies and procedures and ensures compliance with established guidelines.

5. Professionalism and Learning a. Demonstrates professionalism, a positive attitude, and a strong commitment to teamwork. b. Shares a commitment to the mission, goals, and objectives of AGCS, and serves as an advocate for student success. c. Responds constructively to supervision and embraces feedback, change, and continuous improvement. d. Maintains strict confidentiality and exercises sound judgment when handling sensitive information. e. Demonstrates effective time-management skills and consistently meets deadlines. f. Performs all duties with integrity, reliability, accountability, and attention to detail.

6. Fulfill all work responsibilities in alignment with established performance goals and annual evaluation measures.

7. Perform other responsibilities as assigned by the Supervisor, Principal, or Head of School.

EQUIPMENT USED: Office equipment (computers, printers, copiers, scanners, fax machines), telephone systems and voicemail platforms, student information and transportation databases/software, basic office supplies (filing systems, mailroom materials, forms, postage equipment), security systems (door access controls, visitor sign-in systems), standard communication tools (email, intercom, scheduling platforms)

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Primarily office-based setting within a school environment
• Regularly required to sit, stand, walk, kneel, bend, reach, go up and down stairs, and move throughout the school building and campus during the workday.
• Use of hands and fingers for writing, typing, operating technology, and handling materials.
• Ability to hear, speak, and see clearlyincluding close, distance, and peripheral vision, depth perception, and the ability to adjust focus.
• Ability to communicate effectively in person, by phone, and via electronic systems
• Frequent interaction with students, families, staff, and visitors throughout the school day
• Fast-paced work with frequent interruptions and shifting priorities
• Responsibility for maintaining confidentiality, safety procedures, and secure office access at all times
• Occasional lifting, carrying, and moving office supplies or materials (typically up to 25 lbs)

REQUIRED TRAVEL: Occasionally travels between Early Learning Center, State Road, and Business Office.