Office Assistant jobs in United States

• Provide a warm, friendly, and positive reception to all visitors.
• Handle phone calls and inquiries from parents and stakeholders.
• Resolve queries, collaborating with relevant school staff as needed.
• Maintain effective communication between staff and parents.
• Oversee the reception area during drop-off, pick-up times, and special events.
• Check emails daily and respond promptly.
• Promote the school to prospective parents and support the admissions department as required.
• Review the daily student attendance register and follow up on absences or tardiness.
• Ensure all attendance records are accurate and up-to-date. Monitor and document student attendance and lateness.
• Assist with fire drills and evacuation procedures.
• Support other team members with additional tasks as necessary.
• Provide after-hours support when required by the Director and other departments.
• Perform any other duties reasonably assigned by the Director.

Job-Specific Knowledge & Skills:

• High school diploma or equivalent; additional education or certification in office administration is a plus.
• Previous experience in a receptionist or administrative role, preferably in an educational setting.
• Excellent verbal and written communication skills.
• Proficiency in using office applications including Google Workspace.
• Strong organizational skills and attention to detail.
• Ability to multitask and manage a fast-paced environment.
• Friendly, approachable, and professional demeanor.
• Fluency in English.
• Experience using a school MIS, CRM, and other educational software.
• Strong organizational and time management skills.
• A creative, tenacious, self-motivated individual who thrives under pressure.
• Ability to work in a fast-paced environment and handle pressure.
• Self-starter, capable of working under minimal supervision.

• Frontline Customer Service:

  • Greet students, parents, visitors, and staff in a professional and welcoming manner.
  • Answer and direct phone calls, emails, and inquiries.
  • Provide information about school policies, events, and schedules.

• Administrative Support:

  • Handle student attendance, keeping accurate records of arrivals, departures, and absences.
  • Process incoming and outgoing mail, packages, and deliveries.
  • Assist with scheduling appointments and meetings for staff and parents.
  • Help with the creation and management of school communications, such as newsletters or event reminders.

• Student and Visitor Check-In:

  • Ensure that all visitors and volunteers are signed in upon arrival and are given proper identification.
  • Monitor student check-ins and check-outs, ensuring that students leave the school only with authorized individuals.

• Record Keeping and Data Entry:

  • Maintain accurate records of student contact information, medical details, emergency contacts, and any incidents that require documentation.
  • Update student files and ensure confidentiality and data protection policies are followed.

• Managing School Supplies:

  • Keep track of office supplies and order new stock when necessary.
  • Assist teachers and staff with obtaining materials or resources for classes or events.

• Handling Emergencies:

  • Act as a point of contact during emergencies, providing information to emergency services if needed.
  • Manage basic first aid situations and ensure students are properly taken care of if they need medical attention.

• Scheduling and Coordinating:

  • Help coordinate meetings for school staff, parents, and other stakeholders.
  • Assist in organizing school events, such as parent-teacher conferences or open houses.

• General Office Management:

  • Oversee the reception area, ensuring it is neat, organized, and professional.
  • Assist in coordinating transportation arrangements for students, such as bus schedules or field trip planning.
  • Ensure the school’s reception area has appropriate resources, including informational brochures or event calendars.

• Communication Liaison:

  • Relay important messages to students and staff.
  • Assist in organizing and communicating with parents regarding school-related issues or concerns.