Administrative Assistant

Asu-Preparatory-Academy; Phoenix (AZ); On-site; USD 40,000 - 51,000; Full time

Job summary

ASU Preparatory Academy in Phoenix, AZ seeks an Administrative Assistant to support the Site Principal with advanced secretarial and administrative tasks, maintain confidential records, and manage monetary functions.

This role coordinates scheduling, purchases, reimbursements, budgets, and communications with families and community partners, ensuring efficient office operations and compliant records.

Qualifications

• Associate degree required; Bachelor's degree preferred.
• Three years' experience supporting educational leadership or school office management.
• Ability to maintain confidentiality.

Responsibilities

• Directly support Site Principal with administrative tasks including processing, recordkeeping, and monetary functions.
• Collect and reconcile monies (field trips, tax credits, etc.) and create financial reports.
• Manage office operations: calls, scheduling, meetings, events, and substitute coordination.
• Coordinate with community partners to plan programs, events, and safety planning.
• Process purchase orders and reimbursements; prepare deposit cash/cheques.
• Maintain budget and confidentiality of records; assist in distributing school communications.

Job description

If you are a current worker, please log into Workday and access our internal career site to apply.Salary Range:$40,000.00 - $50,500.00 USD annually.As part of Arizona State University’s charter to provide access and excellence, ASU Preparatory Academy shares this commitment by demonstrating all students can achieve at the highest levels, regardless of their background. To scale our current impact, ASU Preparatory Academy is advancing a major expansion program taking fundamental responsibility for the communities we serve.Under the supervision of the Principal, the Administrative Assistant performs varied advanced secretarial and administrative work unique to supporting the Site Principal in the daily running of the school requiring initiative and independent judgment. The Administrative Assistant maintains official records, implements administrative policies, handles problems and non-routine situations by determining the approach or action and interprets guidelines, procedures, policies and practices.QUALIFICATIONS:Associate’s degree required, Bachelor’s degree or higher preferred.Three (3) years’ experience supporting educational leadership and/or office management within a school-setting.Required to maintain confidentiality.Ability to read, speak, and/or write in Spanish, preferred but not required.Active Arizona Department of Public Safety (DPS) issued IVP Fingerprint Clearance Card.Any equivalent combination of experience, training and/or education from which comparable knowledge, skills and abilities have been achieved.DUTIES AND RESPONSIBILITIES:Directly support Site Principal with various administrative tasks, to include processing, recordkeeping, and monetary functions.Collect and reconcile monies (field trip, tax credit, student council, and after school care, etc.).Creates multiple financial reports.Manage office operations support such as receiving and screening telephone calls and visitors, scheduling meetings, conferences, seminars, and special events.Coordinates substitute coverage by submitting and tracking requests, communicating with administration, ensuring lesson plans are requested, providing timely follow-up and occasional advance communication with substitute teachers, and maintaining accurate records in designated systems.Collaborate with community partners (e.g., YMCA, America Reads, Hop Skip Jump) to coordinate programming, events, and schedules; manage facility use for internal and external stakeholders; and support campus-wide safety planning and emergency preparedness coordination.Process purchase orders and reimbursements.Prepare schools cash and check deposits.Maintain budget and prepare reports for the Site Principal.Maintains confidentiality of all aspects of position.Maintaining recordkeeping systems, opening and reviewing incoming mail.Monitors time cards and supply budgets.Works closely with Receptionist(s) for effective office operation.Interprets and explains established policies and procedures in response to inquiries from a variety of sources.Evaluating and resolving problems within scope of position.Accesses student databases to retrieve student information.Assists in preparing and distributing school family and faculty correspondence.Responds to inquiries.Additional duties may be assigned as necessary.KNOWLEDGE, SKILLS AND ABILITIES:Demonstrates excellent reading, writing, computation, technology and communication skills.Demonstrates ability to perform routine clerical tasksAbility to maintain confidentiality.Demonstrates ability to communicate effectively both orally and in writingDemonstrates ability to work cooperatively with othersDemonstrates ability to multitask in a high energy working environmentKnowledge of standard office policies and proceduresKnowledge of bookkeeping and records managementExperience in supervising staff to achieve customer service goalsSkill in use of MS Office and other software/applicationsAbility to articulate, represent professional demeanor and ability to take initiative.PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. The employee must use hands, arms and fingers to input data, handle, feel or reach. While performing the duties of this job, the employee may occasionally push or lift up to 25 lbs such as boxes, supplies, etc. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus, close vision, distance vision, color vision, peripheral vision and depth perception.LOCATION:ImmersionTRAVEL:Occasional travel may be required for site visits, meetings, trainings and/or conferences. Locations may vary and may require overnight stays.This job description is subject to change at any time