Executive Assistant to the Principal (Preschool-8th grade)
The Role: Executive Assistant to the Principal (Preschool-8th grade)
Location: Atherton, CA
About this opportunity
Position Title: P-8 Executive Assistant / Registrar
Date Modified: December 2018
FLSA Classification: Nonexempt, 100%FTE, 11 month schedule of duties
Reports To: P-8 Principal
Position Purpose: Provides clerical and administrative support to the Principal, coordinates her schedule and is the first-line communicator on behalf of the P-8 administration. Also administers the registration and withdrawal of students in the P-8.
Executive Assistant to Principal of the P-8; Manages correspondence, maintains the calendar for and relays information to the Principal of the P-8.
Acts as the “gatekeeper” for Principal of the P-8 employing extreme diplomacy and grace. Answers questions from faculty and parents and redirects phone and in-person requests for the Principal when appropriate.
Performs administrative and secretarial assignments with minimal direction for Principal of the P-8, including maintaining calendar, setting appointments, preparing special reports and projects, taking minutes for faculty meetings
Meets with parents and students to complete registration/withdrawal paperwork; provides transcripts upon request
Works with Tech to design and create the schedule backbone within Blackbaud.
Create and run queries, reports, and exports from the database, including attendance, grades, transcripts, etc.
Tracks and posts student attendance records in Financial Edge
Collects data and maintains accuracy of the Lower Middle School calendar
Maintains current filing system for student records, report cards, conference reports, interim reports, and ERB testing
Coordinates with P-8 administrators to prepare and mail P-8 publications including but not limited to report cards, class lists, schedules, faculty notebook, Student Handbook, summer packet, ERB Notebook and curriculum guides
Performs administrative functions for Faculty , including announcements on upcoming meetings and events, such as Back to School night, pictures, Open House
Communicates any dismissal changes to teachers and to Extended Care
Contributes positively to employee morale; maintains a positive, pleasant demeanor to all constituencies; provides positive encouragement to students
Other duties as assigned by the Principal of the P-8
A clear commitment to the educational philosophy of the school as articulated in the Goals and Criteria of Sacred Heart Schools and professional behavior modeled on it
High school diploma or GED and a minimum of 5 years experience in a similar position; BA degree preferred
Ability to apply common sense understanding and to carry out instructions, furnished in written or oral form
Ability to ascertain which people may need immediate assistance and to act accordingly
Must demonstrate a calm demeanor and peaceful confidence under pressure and in high-stress situations
Must demonstrate complete competency with MS Word, Excel, Blackbaud EE, PowerPoint and internet functions
Ability to use basic office equipment
Must be available for occasional evening functions
Ability to communicate effectively with all constituents in a school environment while exhibiting extreme diplomacy
Demonstrated excellent attendance and punctuality
Physical Requirements and Work Environment
Regularly sit, talk, hear and to visually intercept visitors. Regularly uses close and distance vision
Works in a highly busy and sometimes stressful environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts.
Works at desk and computer screen for extended periods of time
Turns, bends, reaches and may occasionally use a ladder and is able to safely and comfortably travel over a 64 acre campus; ability to lift up to 30 lbs. and regularly lift up to 15 lbs.
Works in a traditional climate controlled office environment