Lower School Administrative Assistant

Chinese American International School; San Francisco (CA); On-site; USD 52,000 - 64,000; Full time

Job summary

Chinese American International School is seeking an organized administrative professional to support the Lower School. Responsibilities include class coverage, event coordination, scheduling, and maintaining student records.

The role supports the Lower School Director and helps ensure smooth operations across the division. Qualified candidates have 2–3 years of clerical experience, proficiency with MS Office, Google Apps, and Mac basics, plus background clearances.

Qualifications

• 2–3 years of administrative/clerical work experience.
• Proficiency in MS Office, Google Workspace, and Mac basics.
• Initial/final background clearances required by DOJ and FBI.

Responsibilities

• Class coverage and substitute coordination when teachers are absent.
• Notify families about attendance issues and tardies.
• Coordinate school events (Back to School Night, Conferences, parades, etc.).
• Schedule meetings for lower school faculty and Director; manage calendars.
• Maintain and secure cumulative student folders; assist with transcripts.
• Procure materials and supplies following purchasing procedures.

Skills

Organization

Communication

Customer service

Time management

Education

Associate or Bachelor’s degree

Tools

MS Office Suite

Google Applications

Mac basics

Job description

Position summary: Responsible for administrative support duties in the CAIS Lower School.MAIN AREAS OF FOCUS AND RESPONSIBILITY:Manage administrative functions within the school divisionSuccessfully support the Lower School DirectorSuccessfully coordinate Lower School eventsESSENTIAL FUNCTIONS (not limited to):Class Coverage: Ensure that classes are covered in the event of teacher absenteeism, often by using Swing; may need to substitute in classes and cover collateral duties when teachers are absentAttendance: Notify families of excessive absences or tardiesCoordinate/co-coordinate events: Back to School Night, Outdoor education, parent-teacher conferences, Halloween Parade, Photo Day, Thanksgiving luncheon, 5th Grade Promotion, LS Division faculty celebrations, etc; select catering company to prepare food for events, coordinate with facilities and IT personnel for event needs, monitor event timelines to ensure deadlines are met, send out invitations and manage RSVP lists, manage correspondencesScheduling: Schedule meetings, conferences, and appointments for lower school faculty and Director; maintain calendar of Division Director; reserve meeting sites; contact and confirm appointments and meetingsActing as registrar, maintain cumulative folders of current and former students, ensuring that files are organized and secure. Download and send transcripts and progress reports to alternative schools and parentsPurchase materials and supplies according to the purchasing proceduresProcesses and Protocols: Facilitate processes such as hiring and recruitment, safety drills and checks, etc and maintain and update the standard operating protocols associated with theseAdditional duties as requested by Lower School DirectorREQUIRED QUALIFICATIONS (essential skills and experience):2-3 years of administrative/clerical work experienceTechnical/Computer skills as required for job performanceInitial and continued tuberculosis clearanceInitial and continued criminal background clearance by DOJ and FBIDESIRED QUALIFICATIONS (not required skills and experience):Possess an associate’s or bachelor’s degreeProficiency in MS Office Suite, Google Applications and Mac basicsCPR and First Aid CertificationWork experience and familiarity with independent schoolSUCCESS FACTORS/COMPETENCIES:Commitment to school mission, vision, core values, policies and initiativesUnderstanding of specific calendar management needs of Division DirectorHighly organized, with the ability to multitaskDemonstrates a refined attention to detailOutstanding customer service abilitiesMotivated, energetic personality and enjoy working with adolescentsAbility to exercise professional discretion and maintain confidentialityExcellent oral and written communication and interpersonal skillsDemonstrate time management with the ability to organize and manage multiple projectsExcellent planning capabilities with an ability to think ahead and plan over academic year span