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Oaks Christian School
Job Description
Assistant to the Principal, Grades TK-3
Full Time (12-month), Non-Exempt, Category 4
The Elementary Assistant to the Principal, Grades TK-3, is a key operational and administrative partner to the principal, supporting the systems, schedules, and resources that allow the division to run smoothly. This role manages divisional calendars, budgets, substitute coordination, and faculty and student services. The Assistant to the Principal, Grades TK-3, works in close collaboration with the Elementary Front Office Assistant and the Assistant to the Middle School Principal
KEY RESPONSIBILITIES
Division Operations
• Support the Principal of Grades TK-3 in the daily operations of the elementary division
• Assist in developing procedures and workflows to support a growing new division
• Coordinate communication among administration, teachers, and families
• Help establish and maintain operational systems that support long-term divisional success
• Facilitate phone and email communications on behalf of the Director as directed
• Track and follow up on outstanding checklists and action items to ensure timely completion
• Coordinate communications for all immediate housekeeping and work order needs
Calendar & Airtable Management
• Coordinate and manage calendars for the Principal of Grades TK-3
• Schedule and coordinate meetings across administration, faculty, and external stakeholders
• Enter and maintain all TK-3 calendar events in Airtable, ensuring accuracy and timeliness
• Collaborate with the Elementary Front Office Assistant on the TK-3 approval process for all Oaks Christian events, adhering to established timelines
• Create the master calendar of events for TK-3 (share with the Executive Assistant to the Head of School, Admissions, Advancement, and Marketing/Social Media)
Budget & Resource Management
• Coordinate purchasing and ordering of classroom, office, and instructional supplies for the TK-3 Division
• Collaborate with the Elementary Front Office Assistant in monitoring inventory levels and proactively maintaining adequate supplies to support daily operations
• Reconcile purchase records, invoices, receipts, and expense reports to ensure accuracy
• Reconcile all expenses on the TK-3 Principal and TK-3 Director's Credit Card via COMDATA (monthly, per deadline received from the Business Office)
• Maintain a live Budget Recap for the TK-3 Principal, updated on an ongoing basis
• Ensure purchases are accurately coded to the appropriate budget accounts
• Track expenditures and maintain organized financial documentation
• Collaborate with Business Office personnel to ensure compliance with school financial procedures
• Prepare purchasing and expenditure reports as requested
Substitute Teacher Coordination - EZ Sub
• Oversee the EZ Sub system and manage all substitute teacher logistics
• Find and confirm substitutes, including early-morning (A.M.) and late-evening outreach as needed
• Pull and prepare schedules, attendance records, and lesson plans; print and organize materials for substitutes in advance of the school day
• Support onboarding of new faculty and staff as needed
Faculty & Staff Support
• Serve as primary administrative support for TK-3 teachers and MS faculty and staff
• Coordinate faculty meetings and communications across grade levels
• Support TK-3 Faculty & Staff, and parents as needed, with administrative and logistical requests
• Collaborate with the Executive Administrative Assistant and HR Coordinator in coordinating FLIK food orders or with outside vendors for all events
Student Services & Attendance
• Coordinate student enrollment and onboarding for the TK-3 Division
• Manage student files and documentation with accuracy and confidentiality
• Support classroom placements and student transitions
• Manage attendance records and reporting in compliance with school procedures
Administrative Support - TK-8 Principal
• Provide administrative assistance to the TK-8 Principal as needed
• Support scheduling, communications, and special projects directed by the principal
• Collaborate with the Assistant to the TK-8 Principal on projects as directed by the principal
• Other duties as assigned
Strategic Launch Responsibilities - Shared
• Collaborate with the Elementary Front Office Assistant to build foundational systems for the new division
• Develop communication workflows and administrative procedures from the ground up
• Support implementation of new operational practices across the division
• Assist in creating long-term structures for divisional sustainability and success
QUALIFICATIONS
• High school diploma or equivalent required; associate or bachelor's degree preferred
• Prior experience in a school administrative or executive assistant role strongly preferred
• Demonstrated ability to manage budgets, reconcile expenses, and maintain accurate financial records
• Proficiency with Microsoft Office Suite, Blackbaud (AXIS), Airtable, Emburse (COMDATA) or similar expense-reconciliation tools
• Strong written and verbal communication skills
• Excellent organizational and time-management abilities with keen attention to detail
• Ability to handle sensitive and confidential information with discretion
• Flexibility to respond to time-sensitive needs outside of regular business hours (e.g., early-morning substitute coordination)
WORKING CONDITIONS
This is an on-site, full-time, 12-month position. The role operates in a fast-paced environment requiring strong multitasking and composure under deadlines. Early-morning or evening availability is sometimes required for substitute coordination or school events. Regular collaboration with the TK-3 Director, faculty, staff, and Business Office is expected.