Administrative Assistant

PREP ASU Preparatory Academy; United States; On-site; USD 40,000 - 51,000; Full time

Job summary

PREP ASU Preparatory Academy is seeking an Administrative Assistant to support the Site Principal with advanced secretarial and administrative tasks, maintain records, handle monetary functions, and prepare financial reports. The role requires initiative and independent judgment within school policies.

The position collaborates with community partners, coordinates events and scheduling, and ensures confidentiality across records and communications.

Qualifications

• Associate degree required; bachelor’s preferred.
• 3 years’ experience supporting educational leadership or school administration.
• Ability to maintain confidentiality.
• Reading/speaking/writing in Spanish preferred but not required.

Responsibilities

• Directly support Site Principal with admin tasks, recordkeeping and monetary functions.
• Collect and reconcile monies (field trips, tax credits, student activities, etc.).
• Create multiple financial reports.
• Coordinate office operations: calls, visitors, scheduling, events.
• Collaborate with community partners to coordinate programming, events and schedules; manage facility use.
• Process purchase orders and reimbursements; prepare deposits and maintain budget records.

Skills

Confidentiality

Spanish (preferred)

MS Office

Education

Associate’s degree required

Bachelor’s degree or higher preferred

Tools

MS Office

Budgeting software

Job description

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 tasks Ability to maintain confidentiality.
• Demonstrates ability to communicate effectively both orally and in writing Demonstrates ability to work cooperatively with others Demonstrates ability to multitask in a high energy working environment.
• Knowledge of standard office policies and procedures Knowledge of bookkeeping and records management Experience in supervising staff to achieve customer service goals Skill in use of MS Office and other software/applications Ability 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

Immersion TRAVEL: 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

What about learning drives us to do more than deliver the lesson? Maybe we’re overachievers. Or maybe we just know what real impact looks like. Each one of us has seen passion win over fear, vision become relentless focus and belief in human potential make it all the way to the finish line. Our mission is to design new models for educational success and raise academic achievement for all learners. Are you ready to find a career with a company whose mission, vision, and values align with yours? Can you see yourself fitting into this mission with us? Interested in learning what sets ASU Preparatory Academy apart? Amy McGrath, Managing Director at ASU Prep discusses some of the things that make ASU Prep a great place to work.

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