Administrative Assistant

Job Description

Job Description

Position Summary

The Front Office Administrative Assistant plays an important role in the daily operation of the school and serves as a welcoming, professional point of contact for students, families, staff, and visitors. This position provides administrative support to school leadership while helping maintain an organized, responsive, and efficient front office.

The Administrative Assistant must be able to balance frequent interruptions and immediate needs while protecting time for essential administrative responsibilities. The ideal candidate is warm, organized, dependable, discreet, flexible, and able to prioritize effectively in a busy school environment.

Essential Responsibilities

Front Office & Family Support

• Welcome students, parents, visitors, and community members in a friendly and professional manner.
• Answer and appropriately route telephone calls, emails, questions, and requests.
• Assist families with general school information, forms, schedules, and procedures.
• Maintain appropriate visitor check-in and campus access procedures.
• Support student arrival, dismissal, early pickup, and other front-office needs.
• Respond calmly and appropriately to student needs, illnesses, injuries, and unexpected situations, following established school procedures.

Administrative Support

• Provide administrative and executive support to the principal and designated school administrators.
• Prepare correspondence, forms, reports, spreadsheets, mailings, and other school documents.
• Maintain organized electronic and physical records.
• Assist with scheduling, meetings, calendars, and administrative communication.
• Complete copying, filing, scanning, data entry, and document preparation associated with assigned administrative responsibilities.
• Assist with school events and special projects as assigned.
• Maintain confidentiality regarding students, families, employees, and school matters.

Student Records, Attendance & Enrollment

• Maintain accurate student information and records.
• Monitor and process daily attendance, tardies, early dismissals, and absences.
• Communicate with families regarding attendance when appropriate.
• Assist with student enrollment, registration, withdrawals, and record requests.
• Ensure required documentation is collected and accurately entered into school systems.
• Assist with maintaining cumulative student files and other required records.

Compliance & Reporting

• Assist administration with required DPI, DCF, voucher/program, enrollment, attendance, and other regulatory reports as assigned.
• Maintain accurate information and documentation necessary for reporting and compliance.
• Track deadlines and help ensure required reports and records are completed on time.
• Protect dedicated work time for compliance responsibilities that directly affect school operations and funding.
• Notify administration promptly when required information is missing or a compliance deadline may be at risk.

Health & Safety

• Follow established procedures regarding student illness, medication, injuries, emergencies, and student release.
• Maintain student emergency and health information as assigned.
• Assist with emergency drills and established safety procedures.
• Maintain required incident, accident, visitor, or other safety documentation.
• Immediately communicate urgent health, safety, or student concerns to the appropriate administrator.

Qualifications

• High school diploma required; associate's or bachelor's degree preferred.
• Previous administrative, school, office, customer-service, or related experience preferred.
• Strong administrative, organizational, and interpersonal skills
• Previous experience in a school or administrative setting preferred
• Proficient in Microsoft Office 
• Comfortable learning student information systems and office technology.
• Excellent written and verbal communication
• Bilingual English and Spanish required
• Ability to handle sensitive information with confidentiality and discretion
• A personal relationship with Jesus Christ and alignment with the school’s statement of faith
• Commitment to the mission of Christian education
• Ability to manage multiple priorities and frequent interruptions.
• Strong attention to detail and accuracy.
• Dependable, proactive, flexible, and able to work both independently and collaboratively.

Professional Expectations

The Administrative Assistant is expected to demonstrate professionalism, kindness, integrity, confidentiality, reliability, and respect in all interactions. As a highly visible member of the school community, this individual helps establish the tone of the school office and should contribute to an environment in which students and families feel welcomed, cared for, and supported.