Administrative Assistant

Job Title: Administrative Assistant

Supervisor: Operations Manager

Start Date/Hours: July 1 - June 30; 8:00am-5:00pm, Monday through Friday

Description: The Administrative Assistant fills a key role in the safe and efficient operation of Codman Academy Charter Public School. The role requires the completion of complex clerical and record keeping as well as implementation of policies and procedures related to the operations of the school. The Administrative Assistant is an important link in the public relations and communication processes with parents and the community. As the face of the school, the Administrative Assistant must be a person that possesses good independent judgment, works as a team member and understands the importance of being supportive and responsible to our students, families and staff. The Administrative Assistant is also required to assist school leaders with various administrative tasks, requiring IT competency.

Required/Preferred Qualifications and Skills

• Bachelor’s degree preferred

• Ability to work effectively in a fast past environment

• Strong interpersonal skills and ability to work with others

• Strong attention to detail

• Excellent written communication skills and computer skills (Google Suites, MS Office, Ability to learn new software)

• Handle confidential information with complete integrity

Responsibilities include (but not limited to):

Office Management

• Welcome visitors; ensure that all visitors sign in and take a visitor badge where necessary

• Ensure the safety and security of the school by making sure that the front door is locked and entry to the premises is controlled

• Assist in all aspects of maintaining a professional front office, including but not limited to fielding and directing incoming phone calls to appropriate staff members in a timely, professional manner, filing, copying, and faxing sensitive information

• Ensure the main office, lobby, and family room is kept clean and that binders and bulletin boards are kept up to date

• Replenish instructional & office supplies

• Supervise all mailings to families (including collecting and copying all materials)

• Prepare purchase orders and requisition forms as needed

• Serve as Point of Sale for lunch duty

• Assist as needed with student MBTA transportation: order, re-order and deactivate as needed

• Create, process, and distribute student and personnel documentation

• Serve as school attendance coordinator; enter daily attendance in PowerSchool; activate automatic all to the homes for tardy and absent students

• Oversee student sign-in and documentation for late arrivals and early dismissals

• Serve as school Registrar; support enrollment and student records; process student transfers, request for transcripts/records

• Assist with maintaining and upholding building safety systems in case of fire, lockdown, or other emergencies

• Provide general administrative support to the Operations Manager, Head of School, Principal

Student Recruitment & Enrollment:

• Assist as needed with managing parent call logs, waitlists, and incoming student information

• Assist as needed with entering new students into BPS census for transportation

• Assist as needed with Open House for accepted students, attend recruitment fairs, coordinate and schedule tours with prospective families, and distribute marketing materials

Student Medical & Welfare

• Inform the school nurse and parent of emergencies with student

• Administer first aid when necessary, assisting with minor injuries and sickness

Preferred Qualifications and Skills

• Associates Degree, Bachelors preferred
• Ability to work effectively in a fast past environment
• Strong interpersonal skills and ability to work with others
• Strong attention to detail
• Excellent computer skills (MS Office, in particular)
• Excellent written communication skills
• Handle confidential information with complete integrity