Long-term Substitute Lower School Administrative Assistant

OVERVIEW

This temporary position will combine the responsibilities of supporting the operation of the Lower School along with the role of working directly with the Head of Lower School.  General duties include working with the Head of Lower School: performing a variety of managerial and clerical duties including those responsibilities of a confidential nature dealing with student/teacher relations, employee/employer relations, and other sensitive matters. Duties performed are designed to relieve administrators of office and routine responsibilities by planning, organizing, supervising, and participating in the school office administrative operation of the office administration. 

Summer - December 2023

KEY AREAS OF RESPONSIBILITY

• Perform a wide variety of clerical duties, including but not limited to typing/word processing, proofreading, filing, recording information, processing, and distributing correspondence, much of which is of a confidential nature.

• Maintain a high degree of confidentiality regarding all aspects of the school.

• Serve as a major program information resource person for Lower School, acting as a liaison to all other divisions of the school.

• Dispense pertinent information to students, parents, staff, and visitors.

• Screen correspondence and telephone calls for administrators and staff.

• Establish, maintain, and ensure proper handling of confidential files, which may include private student and/or personnel information

• Maintain a positive and “can do” attitude in all encounters

• Serve as a major program first line information resource, acting as a liaison between Early, Lower, and Middle Schools to provide unified and consistent communication

• Coordinate overflow parking and other logistical tasks for larger campus events

  LOWER SCHOOL ADMINISTRATIVE ASSISTANT JOB DUTIES

• Day to day responsibilities include, but are not limited to:                                        

• Greet campus visitors and parents and completes current check-in process

• Answer phone in a professional and courteous manner; include first name in greeting

• Gather attendance, enter in FACTS/Renweb, and distribute to Lower School faculty and applicable Administrators

• Place supply orders including office supplies, batteries, first aid, printer cartridges, laminating film, postage machine supplies, etc. with prior Administration approval.

• Arrange for Lower School teacher substitutes and notify relevant staff

• Alternate lunch and breaks with other Administrative Assistants

• Contact custodial staff and facilities supervisor as needed

• Compose correspondence for internal memos and reports

• Proficiently operate and maintain office equipment including copier, laminator, postage machine, and fax intake

• Set up and maintain filing systems

PROFESSIONAL QUALIFICATIONS REQUIREMENTS

• Bachelors degree preferred, but not required

• Experience in a private school environment preferred

• Competency in computer skills: Google Suite, Word, Excel, Constant Contact, FACTS SIS

PERSONAL CHARACTERISTICS

• Excellent interpersonal and communication skills (oral and written)

• Demonstrated ability to maintain confidential information

• Skill in organizing resources and establishing priorities

• Ability to organize and multi-task; attention to details

• Acute understanding of the mentality of independent school community including parents, students, staff

SUPERVISION

Reports directly to the Head of Lower School

Please direct resume, cover letter, and references to Ms. Katherine Slayton, Interim Head of Lower School; kslayton@charelotteprep.org. 

Charlotte Preparatory School does not discriminate on the basis of race, religion, color, national or ethnic origin, or any other legally protected classification applicable to Charlotte Preparatory School in administration of its educational policies, employment policies, admissions policies, financial aid, athletic and other school-administered programs. Candidates from diverse cultural and ethnic backgrounds are strongly encouraged to apply.