Administrative Assistant

Taylion; Irvine (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Taylion Irvine is seeking an Administrative Assistant to be the first point of contact for prospective students and families while supporting daily site operations. You will guide families through enrollment, ensure accurate data entry, and collaborate with registrars, counselors, facilities staff, and admin to keep the site organized and welcoming.

This role emphasizes customer service, meticulous record-keeping, and teamwork to ensure a smooth onboarding experience and a safe, well‑run

Qualifications

• Experience delivering high-quality customer service to families.
• Strong data entry accuracy and attention to detail.
• Ability to coordinate with multiple stakeholders (registrars, counselors, facilities).

Responsibilities

• Guide families through enrollment via phone, email, online, or in-person.
• Monitor Reg-Online Applications and Hubspot.
• Cross-reference Reg-online and Hubspot records daily.
• Verify and collect required documents (birth cert, immunizations, residency).
• Schedule new student orientations.
• Perform CalPads checks for SPED, 504, EL, Homeless, or disciplinary records.
• Schedule student/teacher appointments.
• Request cumulative files and records from previous schools.

Skills

Customer service

Data entry

Communication

Organization

Tools

SIS

Reg-Online

Hubspot

Google Admin

Google Meet

Job description

The Administrative Assistant serves as the first point of contact for prospective students and families while also supporting the daily operational needs of the site. This role is responsible for guiding families through the enrollment process, ensuring accurate data entry, maintaining exceptional customer service, and collaborating closely with the site administrator to ensure the site is organized, safe, clean, and functioning effectively. The Administrative Assistant works with registrars, counselors, facilities staff, and admin to ensure a seamless onboarding experience and a well‑supported learning environment.

Key Responsibilities

• Guide families through the enrollment process via phone, email, online, or in-person.
• Monitor Reg-Online Applications and Hubspot.
• Cross Reference Reg-online and Hubspot records and document contact attempts daily
• Verify and collect all required documents (birth certificate, immunizations, proof of residency, etc.).
• Schedule new student orientations
• Perform CalPads checks to identify SPED, 504, EL, Homeless, or disciplinary records.
• Schedule student/teacher appointments
• Request Cume file, discipline records, transcripts, 504, and IEP documentation from previous schools.

Systems & Tools

• Use SIS to enter student data, scan documents, and manage learning agreements.
• Collaborate with team members to ensure leads are tracked, documents are signed, and communication with families is provided.
• Check Reg-Online daily for new applications and follow up within 24 hours.
• Communicate with families using Google Meet, and email.
• Maintain and update the Enrollment Tracker and Student appointment spreadsheet

Customer Service & Communication

• Provide timely, professional responses to family inquiries.
• Schedule student appointments based on grade level and program.
• Ensure families understand program options and student expectations.
• File Management
• Create and maintain accurate student files.
• Follow the Enrollment Verification Checklist to ensure compliance.

Site Operations & Facilities Support

• Collaborate daily with the site administrator to ensure the site is adequately supported and functioning smoothly.
• Monitor site needs and communicate proactively with the site administrator regarding supplies, equipment, cleanliness, and operational concerns.
• Ensure the maintenance and facilities personnel have completed assigned duties, including cleaning, repairs, and general upkeep.
• Report facility issues promptly and track completion to ensure the site remains safe, clean, and fully operational.
• Support site organization, ensuring common areas, classrooms, and offices remain tidy and welcoming.
• Assist with coordinating vendors, deliveries, and onsite services when needed.
• Help maintain a professional, organized environment that reflects Taylion’s commitment to excellence and student support.

Additional Duties

• Print student ID cards and manage T-shirt policy compliance.
• Create new student emails in Google Admin and properly record in SIS profiles and trackers.
• Support Chromebook distribution for onsite pick-up.
• Assist with site organization and cleanliness.
• Support registrars, site administrator, and other staff as needed.
• Collaborate with Compliance Assistants for support and coverage when away from desk

Core Values Alignment

• This position exemplifies Taylion Academy’s commitment to:
• Closing the achievement gap through personalized education
• Fostering a respectful, professional, and accountable team culture
• Championing the success of every student through precision, support, and integrity

At Taylion Academy, our mission is rooted in purpose and integrity. We exist to bring meaningful opportunities to underserved children, empowering them to thrive academically, socially, and emotionally. Our core values define not only how we work, but who we are as educators, mentors, and role models.

Core Purpose

To bring opportunities to underserved kids by creating access, equity, and growth for students who need it most.

Core Values

• Ambassador: We champion the mission of LMEG and represent it with pride and dedication.
• Humble: We leave our egos at the door, collaborating with openness and respect.
• Personal Record: We lean into discomfort and challenges as pathways to growth.
• Don’t Make Assumptions: We choose empathy first, seeing the best in every person and situation.