Upper School Administrative Assistant

Oak Hall School; Gainesville (FL); On-site; USD 42,000 - 45,000; Full time

Job summary

Oak Hall School is seeking a friendly and professional Upper School Administrative Assistant to act as the initial point of contact for students, families, and faculty. Responsibilities include providing administrative support, managing phone communications, and greeting visitors while maintaining a positive atmosphere. A successful candidate will be organized, tech-savvy, and passionate about supporting the school's mission.

Benefits

Health and wellness benefits

Paid time off

Generous retirement plan options

Qualifications

• Experience in similar administrative support position preferred.
• Exceptional people skills and phone etiquette.
• Demonstrated professionalism in a school environment.

Responsibilities

• Provide clerical and administrative support for Upper School Administrators.
• Cheerfully greet and assist parents and visitors.
• Coordinate and schedule substitute teachers as needed.

Skills

Exceptional people skills

Excellent judgment

Technologically savvy

Organizational skills

Communication skills

Attention to detail

Education

High school diploma or GED required

Bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

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Role

• Support the mission of Oak Hall School in all aspects of student and family engagement
• Cheerfully and professionally greet and assist parents and visitors; check in all visitors using Raptor security system
• Provide clerical and administrative support for Upper School Administrators
• Support operator for the school’s multi-line phone system; cheerfully answer and direct calls appropriately, provide accurate information and assistance to callers; take messages for staff and students (according to policy)
• Serves as Security emergency contact for US
• Coordinate and schedule substitute teachers as needed
• Monitor and ensure accurate recording of leave requests for all US faculty and staff absences in Paycom
• In collaboration with the Director of the Upper School and the Marketing and Communications Coordinator, produce and disseminate communications as needed for the US
• Sort and distribute Upper School incoming mail; prepare outgoing mail, daily
• Execute attendance procedure accurately and timely, daily
• Complete the Upper School lunch order accurately and timely, daily
• Manage the Student Sign-in/out register, daily
• Prepare the daily announcements, daily by close of business the previous day
• Distribute school approved first-aid/OTC medicines to students, and log appropriately
• Complete and submit all Upper School injury Insurance claim forms and parent letters, daily as needed
• Provide clerical and administrative support to the Upper School team, as needed
• Maintain Upper School student files and cumulative folders, as needed
• Maintain Veracross database for Upper School students and Faculty, as needed
• Respond to all outgoing student records requests, initiate records requests for incoming students
• Maintain and replenish Upper School office supplies and copier supplies, as needed
• Order supplies for and produce student awards; posting award lists, order and update permanent plaques, etc.
• Assist in compilation of School Directory, annually
• Contribute positively to staff and student morale; maintain a positive, pleasant demeanor to all constituencies
• Be a role model of integrity and professionalism
• Meet regular and predictable attendance requirements, including attending division and other school meetings, professional days, staff training, and other required events
• Adhere to School policies as described in the Employee Handbook and other materials
• Cheerfully embrace other duties as assigned
• Must be willing and able to maintain an unflappable, professional, and cheerful demeanor
• Demonstrate an attitude that exudes “How can I help you?”
• High school diploma or GED required, Bachelor’s degree preferred
• Experience in similar administrative support position preferred
• Exceptional people skills and phone etiquette
• Excellent judgment and discretion in handling confidential information
• Must be technologically savvy; Proficiency in Microsoft Office Suite software is required along with the ability, willingness, and enthusiasm to learn and master new and emerging technologies in a short period of time
• Well-organized, able to change work focus quickly and constantly throughout the day, as well as determine priorities with minimal supervision
• Ability to ascertain which people may need immediate assistance and to act accordingly
• Excellent verbal and written communication skills, including grammar and punctuation
• Strong attention to detail
• Regular and punctual attendance is required
• Ability to apply common sense understanding and to carry out instructions furnished in written or oral form
• Ability, willingness, and judgment to communicate professionally, cheerfully, and effectively with all constituents in a school environment
• A high degree of professionalism, collegiality, and personal conduct both in and outside of school
• Enthusiasm and commitment to the vision and mission of the School
• Must maintain an active cell phone and provide number to and accept calls/texts from school staff
  
  

Role

Oak Hall School is seeking an Administrative Assistant for our Upper School (Grades 9-12), to serve as the initial point of contact for students, families, and faculty in our school community. Providing both a warm and professional welcome, and vital support services, the Administrative Assistant plays a central role in supporting the needs of many constituents in our school community. These include:

• Support the mission of Oak Hall School in all aspects of student and family engagement
• Cheerfully and professionally greet and assist parents and visitors; check in all visitors using Raptor security system
• Provide clerical and administrative support for Upper School Administrators
• Support operator for the school’s multi-line phone system; cheerfully answer and direct calls appropriately, provide accurate information and assistance to callers; take messages for staff and students (according to policy)
• Serves as Security emergency contact for US
• Coordinate and schedule substitute teachers as needed
• Monitor and ensure accurate recording of leave requests for all US faculty and staff absences in Paycom
• In collaboration with the Director of the Upper School and the Marketing and Communications Coordinator, produce and disseminate communications as needed for the US
• Sort and distribute Upper School incoming mail; prepare outgoing mail, daily
• Execute attendance procedure accurately and timely, daily
• Complete the Upper School lunch order accurately and timely, daily
• Manage the Student Sign-in/out register, daily
• Prepare the daily announcements, daily by close of business the previous day
• Distribute school approved first-aid/OTC medicines to students, and log appropriately
• Complete and submit all Upper School injury Insurance claim forms and parent letters, daily as needed
• Provide clerical and administrative support to the Upper School team, as needed
• Maintain Upper School student files and cumulative folders, as needed
• Maintain Veracross database for Upper School students and Faculty, as needed
• Respond to all outgoing student records requests, initiate records requests for incoming students
• Maintain and replenish Upper School office supplies and copier supplies, as needed
• Order supplies for and produce student awards; posting award lists, order and update permanent plaques, etc.
• Assist in compilation of School Directory, annually
• Contribute positively to staff and student morale; maintain a positive, pleasant demeanor to all constituencies
• Be a role model of integrity and professionalism
• Meet regular and predictable attendance requirements, including attending division and other school meetings, professional days, staff training, and other required events
• Adhere to School policies as described in the Employee Handbook and other materials
• Cheerfully embrace other duties as assigned
• Must be willing and able to maintain an unflappable, professional, and cheerful demeanor
• Demonstrate an attitude that exudes “How can I help you?”
• High school diploma or GED required, Bachelor’s degree preferred
• Experience in similar administrative support position preferred
• Exceptional people skills and phone etiquette
• Excellent judgment and discretion in handling confidential information
• Must be technologically savvy; Proficiency in Microsoft Office Suite software is required along with the ability, willingness, and enthusiasm to learn and master new and emerging technologies in a short period of time
• Well-organized, able to change work focus quickly and constantly throughout the day, as well as determine priorities with minimal supervision
• Ability to ascertain which people may need immediate assistance and to act accordingly
• Excellent verbal and written communication skills, including grammar and punctuation
• Strong attention to detail
• Regular and punctual attendance is required
• Ability to apply common sense understanding and to carry out instructions furnished in written or oral form
• Ability, willingness, and judgment to communicate professionally, cheerfully, and effectively with all constituents in a school environment
• A high degree of professionalism, collegiality, and personal conduct both in and outside of school
• Enthusiasm and commitment to the vision and mission of the School
• Must maintain an active cell phone and provide number to and accept calls/texts from school staff
  
  

Physical Requirements And Work Environment

• Works in a busy often distracting environment dealing with a wide variety of challenges, deadlines and a varied and diverse array of contacts
• Regularly sit, talk, and hear and visually intercept visitors
• Ability to occasionally lift 30 lbs
• Regularly uses close and distance vision
• Ability to actively circulate throughout the diverse campus environment
• Ability to speak, hear, and visually and audibly locate students under their supervision
• Works at a desk and computer screen for extended periods of time
• Turns, bends, reaches and may occasionally use a ladder
• Works primarily in a traditional climate controlled office environment
  
  

Oak Hall is proud to offer a comprehensive employee compensation package, including a competitive salary, health and wellness benefits, paid time off, and generous retirement plan options to benefits- eligible employees.

Oak Hall School is committed to the principle of equal opportunity in employment. It is Oak Hall’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, pregnancy, genetic information, marital status, or other legally-protected characteristic in accordance with applicable federal, state, and local laws.

This employer participates in E-verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the US. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-verify once you have accepted a job offer and completed the Form I-9.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Education Administration Programs

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