Administrative Assistant

Our Lady of the Elms School; Akron (OH); On-site; USD 36,000 - 46,000; Full time

Job summary

Our Lady of the Elms School is seeking an Administrative Assistant to provide administrative, clerical, and front office support to the principal, faculty, students, and families. This role serves as the primary contact for visitors and callers and ensures confidential, efficient operations across the school.

Responsibilities include maintaining student records, coordinating forms and calendars, and supporting health records and school programs.

Qualifications

• High school diploma or GED required.
• Two years of administrative/clerical experience preferred.
• Equivalent combinations of education and experience may be considered.

Responsibilities

• Greet visitors and answer phones as primary receptionist.
• Provide administrative support to the principal and faculty.
• Maintain student records and related documentation.
• Prepare and distribute school forms, calendars, and communications.
• Coordinate office preparations for the school year and orientation materials.
• Monitor attendance and communicate with parents regarding absences.
• Maintain health/immunization records and basic student health support.
• Assist with free/reduced lunch program documentation.
• Coordinate facility reservations and transportation for events.
• Maintain a welcoming, organized office and liaise with stakeholders.

Skills

Customer service

Interpersonal skills

Problem-solving

Verbal communication

Written communication

Organizational skills

Attention to detail

Discretion/confidentiality

Team collaboration

Education

High school diploma or GED

Tools

Microsoft Office

Databases

Email systems

Job description

The Administrative Assistant provides administrative, clerical, and front office support to the

principal, faculty, students, and families. This position serves as the primary point of contact for

visitors and callers, coordinates daily office operations, maintains student records, and supports

the efficient functioning of the school in a professional and confidential manner.

Key Responsibilities

• Serve as the primary receptionist, greeting visitors, answering phones, directing inquiries, and aiding students, families, faculty, and staff.
• Provide administrative support to the principal and faculty as assigned.
• Maintain student records, files, databases, emergency information, and other required documentation.
• Prepare, distribute, and update school forms, calendars, communications, and related materials.
• Coordinate office preparations for the start of the school year, including orientation materials, student and faculty information, parking permits, locker assignments, and handbook updates.
• Monitor attendance records and communicate with parents or guardians regarding student absences as needed.
• Assist in maintaining student health and immunization records in accordance with school policies and state requirements.
• Provide basic student health support, including monitoring ill or injured students, maintaining clinic records, administering medication as authorized, and communicating with parents or guardians as needed.
• Assist with the administration of free and reduced lunch programs and related documentation.
• Coordinate facility reservations, transportation requests, and logistical support for school events and activities.
• Maintain a welcoming, organized, and professional office environment.
• Serve as a liaison between administration, faculty, students, parents, and the community.
• Perform other duties as assigned by the principal.

Qualifications

• High school diploma or GED required.
• Minimum of two years of administrative, clerical, or secretarial experience preferred.

Equivalent combinations of education, training, and experience that provide the required knowledge, skills, and abilities will be considered.

• Strong customer service, interpersonal, and problem-solving skills.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced
• Proficiency in Microsoft Office applications, databases, email systems, and standard
• Demonstrated attention to detail and commitment to accuracy.
• Ability to maintain confidentiality and exercise discretion.
• Ability to work collaboratively with students, parents, faculty, administrators, and external stakeholders.
• Knowledge of and adherence to school, diocesan, state, and federal policies and regulations.
• Demonstrated reliability, punctuality, and professionalism.
• Terms of Employment
• Full-time, twelve months.
• Regular work schedule: Monday - Friday 7:30 a.m. to 3:30 p.m.
• Successful completion of required criminal background checks, including BCI and FBI