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Administrative Assistant Responsibilities

About the Position

Administrative Assistants are the first point of contact and face of the organization to our community, families and various stakeholders. Administrative Assistants will provide for the smooth daily operation of the main office by providing visitors, families, students and staff a warm and friendly experience while ensuring efficient use of everyone’s time. As a central member of the operations team, the Administrative Assistant is vital to our mission of helping students and families navigate their journey to college. The ideal Administrative Assistant will be a strong communicator, be able to develop relationships with families quickly and in difficult situations, and manage multiple priorities simultaneously.

The Administrative Assistant role includes but is not limited to:

  • Organizing, securing, and maintaining a presentable office space and environment
  • Assisting with filing and organization
  • Assisting in ordering, purchasing, receiving, and organizing materials
  • Typing, translating, and distributing correspondence including but not limited to: letters, memos, and bulletins
  • Demonstrating Social/Emotional Intelligence or the willingness to improve and learn
  • Other duties as assigned by the Director
  • Managing logistics for the office, including:
    • Receiving and distributing mail daily
    • Collecting and logging payments from students/parents (e.g., shirt purchases, etc.)
    • Typing, filing, copying, and faxing

Student management

  • Managing student visits to the main office to maximize student learning time
  • Identifying and implementing strategies to decrease the number and length of student visits to the main office
  • Overseeing student files, including fulfilling document requests, soliciting documents, and maintaining data base of received required documents (Parent signatures on receipt of Student Handbook etc.)
  • Maintaining the student information systems through accurate and efficient data entry and quality checking

You will love this job if you…

  • Have strong computer skills, including high level of proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint)
  • Have the ability to manage multiple priorities within established time-frames and demonstrates flexibility
  • Have strong interpersonal skills that contribute to a collegiate working environment and a healthy measure of the character traits we value: Zest, grit, self-control, hope, love, social intelligence, gratitude, and a sense of humor
  • Receive visitors and phone calls in a friendly and professional manner that aligns to eStem Public Charter Schools’ values and mission; deliver and respond to family messages within 24 hours
  • Efficiently provide answers, materials and support to students, families, staff and visitors; connect students, families and visitors to the correct staff member
  • Ensure that overall office is clean and creates a welcoming environment; Ensure office materials are organized, stored neatly, and remain accessible to families and visitors
  • Have excellent organizational and communication skills

What you should have…

  • Ability to work well with others in a fast-paced environment
  • Ability to multi-task and work within an ambiguous, fast-moving, start-up environment, while driving toward clarity and solutions
  • Ability to articulate with a professional demeanor with strong self-confidence and initiative
  • Extreme flexibility, with a strong work ethic and an entrepreneurial spirit to accommodate high levels of responsibility and multiple priorities
  • Excellent computer and typing capabilities
  • Demonstrated flexibility, creativity, and collaborative working style
  • Strong judgment and decision-making skills
  • A sense of humor
  • Ability to operate a computer and office equipment on a daily basis
  • Ability to maintain emotional control under stress
  • Ability to interpret policy, procedures and data
  • Ability to communicate effectively (verbal and written)
  • Prior administrative experience desired

How you will be compensated…

At eStem Public Charter Schools we take care of our employees. We provide competitive salaries, and a full slate of benefits including medical coverage, dental, vision, life insurance, short and long term disability and an optional 403b as a supplement to Teacher Retirement pension program. Perks include eligibility for yearly performance-based bonuses, participation in our Innovative Grant Program and the opportunity to grow professionally and personally. For specifics of the benefits offered, see “Careers”-“What We Offer”