Elementary Administration Jobs (NOW HIRING)

TITLE: Elementary School Administrative Assistant

REPORT TO:Elementary School Principal

STATUS: Full-time, non-exempt

SUMMARY: This position provides administrative, clerical, communication, and operational support to the Elementary School Administration and serves a key role in supporting the work of the administrative team. The Elementary Administrative Assistant assists with daily office operations, parent and student communication, substitute support, school events, classroom supply coordination, records, schedules, and other administrative needs. This position serves as a primary point of contact for students, parents, staff, visitors, and substitutes, and is expected to maintain confidentiality, professionalism, organization, and a supportive office environment. The Elementary Administrative Assistant upholds the mission and values of Loma Linda Academy.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Provide administrative and clerical support to the Elementary School Administration in a variety of areas as assigned, including tasks that support daily operations, communication, school events, records, and overall office efficiency.
   
2. Answer phones, greet walk-ins, and provide warm, professional customer service to students, parents, employees, and visitors.
   
3. Open and/or close the elementary office as assigned and help maintain a welcoming, organized, and professional office environment.
   
4. Monitor the front office area, student flow, visitor access, doors/gates/alarms, and other office-based safety systems as assigned.
   
5. Issue visitor and student passes and assist with student arrival, late check-in, early dismissal, and related office procedures.
   
6. Update and maintain accurate parent, student, and emergency contact information in school systems.
   
7. Communicate with parents/guardians as needed and facilitate messages to students, teachers, staff, and administration in a timely and professional manner.
   
8. Assist parents, students, teachers, and staff with Blackbaud, Canvas, Resource Board, School Messenger, and other school communication systems as needed.
   
9. Send mass communications, group emails, texts, and reminders as requested by elementary administration.
   
10. Distribute, collect, and organize school forms, including field trip forms, pre-arranged absence forms, volunteer/background check information, and other school-required documents.
    
11. Serve as the elementary office point person for substitute teachers/coverage by coordinating with the Substitute Coordinator as needed, following established protocols, greeting substitutes upon arrival, and ensuring they receive necessary information and materials, including lesson plans, schedules, classroom procedures, and other relevant instructions. Also, process all subslips and submit to the business office for payroll processing every two weeks.
    
12. Maintain accurate teacher attendance records. Process all teachers leave requests once approved by the principal.
    
13. Coordinate the annual summer ordering and preparation of classroom supplies for all elementary classrooms, including organizing supply lists, placing orders, tracking materials, and supervising or directing student workers who assist with sorting, labeling, and distributing supplies.
    
14. Provide student group lists, classroom lists, and trip information as requested by faculty and administration.
    
15. Assist with scheduling appointments, meetings, conferences, and calendars for elementary administration.
    
16. Monitor and order office supplies, maintain copy machines, and coordinate service needs for office equipment.
    
17. Create programs, invitations, flyers, signs, and other printed or digital materials for elementary school events.
    
18. Assist administration in preparation for major school events, including Back to School Night, parent/teacher conferences, school programs, field trips, kindergarten graduation, 6th grade dedication, and other elementary activities.
    
19. Support the parent volunteer process following established protocols and in collaboration with the Volunteer Clearance Coordinator.
    
20. Complete other school support duties as assigned by the administration.

Loma Linda Academy Mission Statement:

Grow in God's Grace, Thrive in Academics, Develop True Friendship, and Embrace Healthful Living.

JOB SPECIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, ability required, physical demands and work environment.

Education and/or Experience

1. 3-5 years' experience serving as an Administrative/Executive assistant
2. Knowledge and expertise in using Microsoft Office, Microsoft Outlook, Canva or a similar program, and Adobe
3. Experience managing multiple calendars and preparing meeting agendas

Language Skills

Ability to read and interpret documents and procedure manuals. Ability to create routine reports and correspondence. Ability to communicate effectively with parents, employees, and school administration.

Reasoning Ability

Excellent judgment and creative problem-solving skills with the ability to make decisions in a changing environment and anticipate future needs;

Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Other Skills and Abilities

Ability to work independently and maintain confidence. Must be organized and detailed. Must possess skills in working with culturally and ethnically diverse groups. Must possess strong listening and communication skills. Must possess adaptability and creative responses to setbacks and obstacles. Must have personal management and motivation to work toward goals.

Physical Demands

While performing the duties of this job, the employee is regularly required to stand and walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk, hear and smell. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Must have the ability to lift 30 pounds.

Work Environment

The noise level in the work environment is usually moderate to loud.

* * * Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.