Administrative Assistant

Job Description

Title: Administrative Assistant
Department: Administration

Schedule: Monday-Friday
Status: Exempt

Revised: May 2026

General Summary

A full-time, 12-month position reporting to the Executive Director. The Administrative Assistant is a member of the on site administrative team to ensure that all tasks/duties are completed and that the department meets performance goals. Duties and responsibilities include but are not limited to customer service, administrative support for the Executive Director and other members of the administrative team, front desk administration, event management planning, student health management, parent and staff support. During the school year, the Administrative Assistant will also coordinate the before and after school program. During the school year when students are in session and/or when after school care is offered, the work day could start as early as 7:00am and could end as late as 5:30 pm. During vacation breaks, the work day is from 8:00am - 4:30pm unless other arrangements have been made. The position includes a 30 minute unpaid lunch break.

Essential Functions:

Administrative Assistant Duties

• Serve as the face of the school, including providing excellent front-facing customer service in person and via phone, and email by response to all forms of communication in a timely manner, to a wide variety of customers including parents, students, teachers, staff, vendors, and volunteers.
• Assist and administer first aid to students and monitor student medications.
• Act as a point person for community inquiries, stay informed and abreast of school events, updates and happenings
• Assist in coordinating school events and activities in conjunction with the administrative team.

• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid the Administrative team
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Resolve parent, volunteer, staff and visitor complaints or answer questions regarding policies and procedures.
• Maintain and monitor records pertaining to inventory, personnel, orders, supplies, or machine maintenance.
• Maintains effective working relationships with other members of the Department as well as other school personnel and community members, including those from diverse cultures or backgrounds or those who speak limited or no English.

• Provides confidential secretarial and support services for administrators, staff, parents and students.
• Effectively utilizes multiple software platforms
• Coordinates school events such as graduations, report card distribution, performances, as needed throughout the year.
• Other duties as assigned

Attendance

• Tracks attendance and truancy issues in collaboration with the administrative team.
• Collects attendance data for school and district reports in collaboration with the administration team.
• Coordinate with teachers to communicate attendance issues and follow up with families accordingly

Registrar/ Enrollment Support

• Responsible for student enrollment data entry, drops, and changes as needed throughout the year.
• Communicate enrollment and registration information to new and prospective families.
• Provide support for lottery and enrollment procedures.
• Organize and lead school tours throughout the school year
• Liaison with childcares in the area to support events and enrollment efforts

Before and After School Coordinator

• Manage before and after school program operations including ordering supplies, billing, program schedules, and all record keeping activities.
• Collaborate, design and implement activities and assignments to encourage attendee's intellectual, creative, artistic, and athletic enrichment and abilities.
• Operate a variety of after school program supplies and equipment including athletic equipment, arts and crafts equipment, and office equipment as assigned.
• Act as a liaison between parents, staff, and school personnel; assist in conferring with parents regarding student performance and behavior as necessary.
• Interact with children in an effort to build self-esteem and form a comfort level with their peers; answer student questions, provide proper examples, emotional support, a friendly attitude, and general guidance.
• Assure student understanding of program rules and procedures; maintain appropriate order and student conduct.
• Assist in resolving student disputes; refer serious discipline problems to program supervisors.
• Monitor children to ensure their health, safety and physical well-being; perform routine First Aid and CPR; perform first aid in emergency situations according to established procedures; enforce and ensure the health and safety rules and procedures are observed.
• Directly supervise the before and after school team with support from administration

Lunch Program Coordinator

• Manage the Nutrition Services, School Lunch Program
• Receive lunch orders from families and submit orders to the vendor
• Handle billing and payments for the lunch service
• Including payment and vendor/supplier management
• Consolidate and submit reports to the state of Oregon for reimbursement
• Supervise the Nutrition Services Assistant with support, lunch service coordination and train
• Provide training to employees serving lunch
• Keep up to date on trainings required by the National School Lunch Program (NSLP)
• Provide training support for all lunch employees as required by the NSLP

Other Tasks

• Attend school-wide functions as requested
• Fills in to cover breaks
• Other related duties as assigned (could include pick up and drop off duty, traffic management, distance learning student support, teacher support, school maintenance tasks, etc.)

Knowledge, Skills and Abilities

• Passionate about the mission and vision of the school.
• Self-motivated, proactive, resourceful and creative problem solver
• Strong organizational and project management skills with the ability to meet deadlines
• Commitment to excellent customer service and a positive attitude toward a front facing customer service position
• Collaborative team player who can work together with the admin team and work independently.
• Attention to detail and ability to produce accurate information in the most efficient manner possible
• Ability to communicate effectively and professionally, orally and in writing, with a broad range of internal and external constituents.
• Comfortable proactively learning new technology and systems.
• Proficient in MS Office (Word, Excel, PowerPoint)
• Experience with Google Suite (gmail, google docs, google calendar) and related systems
• Advanced skills utilizing online database software.
• Ability to communicate effectively with a diverse pool of personalities.

Working Conditions/Physical Requirements

• During peak activity periods, this position may be requested to work in excess of 8 hours per day and/or 40 hours per week.
• Capable of quickly traveling to classrooms, lifting or otherwise carrying 20 pounds, traveling up/down flights of stairs, standing and sitting for long durations, typing for continuous hours on a computer keyboard, and reading information on a computer screen.
• Ability to travel occasionally to attend off site events.
• Possess a valid driver's license and reliable transportation for offsite events and transportation.

Required Qualifications

• Associate's Degree or equivalent experience
• 1-2 years experience in administrative support or executive assistant or office manager roles.
• Bilingual - communicate fluently in written and spoken English and Spanish

Preferred Qualifications

• Bachelor's Degree or equivalent experience
• 3-5 years experience in an administrative support role
• Comfortable in a multicultural community