Executive Assistant to School Administration

Summary

Maranatha Christian Academy (MCA) is a private school serving Grades Pre-kindergarten through 12 in Brooklyn Park, MN. We are an influential school of collaborators, innovators, and explorers grounded in Christian faith empowering co-creators of tomorrow.

The Executive Assistant will manage the daily operations of administration in a fast-past environment by completing tasks independently, facilitating proper communication, anticipating and addressing the needs of administration in general, all while maintaining the necessary discretion and integrity required for the position.

Essential Duties and Responsibilities include the following, but other duties may be assigned.

• Completes a wide variety of administrative tasks, including managing their calendar, responding to internal and external emails and phone calls, copying, printing, etc.
• Exercises judgment on staff and student issues
• Coordinate and schedule internal and external meetings, prepare necessary agendas and documents, and create accurate, detailed meeting minutes to disseminate to the appropriate staff weekly.
• Does research and completes special projects.
• Uses Word, Excel, Publisher, PowerPoint, and Nearpod, to create documents, spreadsheets, and presentations for administration.
• Serves as the first point person for administration with staff, students, and parents.
• Acts as a "barometer," being aware of the issues taking place and keeping administration updated.
• Provide daily support to upper school teaching staff in a variety of manners.
• Coordinate, enter and track all purchase requisitions for administration (curriculum, lab supplies, field trips, awards, classroom & office supplies, etc.)
• Manage the purchasing of textbooks and curriculum using Osseo District funds: requests quotes from reps; creates purchase requests and tracks all upper school Osseo District monies.
  
• Populate internal calendar with all meetings, events, and field trips for the year.
• Assists administration in the preparation and management of all major school events, including Parent Conferences, Senior Capstone Speeches, etc.
• Primary manager of the details, preparation, and implementation of the annual upper school Awards Ceremony
• Manages the upper school's student cell phone/device policy, including documenting infractions in FACTS, housing confiscated devices, tracking the number of infractions,
• Responsible for filling vacancies when teaching staff are absent.
• Other duties as assigned,

Competencies                                              

To perform the job successfully, an individual should demonstrate the following competencies:

Spiritual Characteristics

• Authentic Christ-followers who are spirit-led, displaying a genuine interest in pursuing spiritual growth
• Accomplished learners who are intelligent, wise, and discerning, being ever mindful of the Christian worldview
• Believers possessing self-awareness and integrity, willing to serve as role models to students seeking to live an abundant life of faith and love in the world without belonging to it

Professional Characteristics

• Passionate and enthusiastic about Christian education, their academic discipline, professional expertise, and personal scholarship, as well as about the Maranatha community as a whole
• Intentional about their quest for excellence as well as for continuous improvement in all things (and supportive of high, but not necessarily uniform, standards of performance appropriate to roles of peers, coaches, staff, administrators, and students)
• Highly responsive to parents

Personal Characteristics

• Hopeful, optimistic, and graceful in their relationships and interactions with peers, colleagues, students, and families
• Supportive, nurturing, mentoring, consistent, and empathetic mindset with respect to their professional relationships
• Effective and clear communicators as well as active listeners
• Servant leaders in heart and attitude

Qualifications 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, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience: Bachelor's degree in business administration or 3-5 years of equivalent experience.                       

Language Skills                                            

Ability to read, analyze, and interpret financial reports and legal documents. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from administration, instructional staff, teachers, and students. Strong grammar, proofreading, and editorial skills.

Mathematical Skills                                     

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 

Computer Skills

To perform this job successfully, an individual should have experience with HRIS software, database software, Internet software, and order processing systems. Intermediate skills are needed for spreadsheet software and word processing software.

Other Skills and Abilities                                        

Critical and forward-thinking abilities; Identifies and resolves problems in a timely manner; Works well in group situations; Assesses own strengths and weaknesses and pursues training opportunities; Excellent customer service skills by responding promptly to requests for staff and current or prospective families; Focuses on solving conflict, not blaming; Maintains confidentiality; Remains open to others' ideas and tries new things; Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Balances team and individual responsibilities; Seeks help when needed; Exhibits confidence in self and others; Looks for ways to improve and demonstrates accuracy and thoroughness. Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment; Works with integrity and ethically; Upholds organizational values, policies, and procedures; Completes administrative tasks correctly and on time; Supports affirmative action and respects diversity; Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Prioritizes and plans work activities; Uses time efficiently; Approaches others in a tactful manner; Reacts well under pressure; Uses equipment and materials properly; Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events; Is consistently at work and on time; Ensures work responsibilities are covered when absent; Responds to management direction; Volunteers readily; Generates suggestions for improving work.

Other Qualifications                                               

Physical Demands

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

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk and use hands. The employee is occasionally required to stand, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

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