Administrative Assistant (Bilingual)

Administrative Assistant (Bilingual)

Carter G. Woodson School

Position Summary

The Administrative Assistant serves as the primary front office and data entry support professional at Carter G. Woodson School. This role ensures smooth daily operations, accurate student data management, and consistent administrative support across the school.

Approximately 90% of the role is focused on Front Desk & Administrative Operations and Student Data Entry/Records Support, while 10% supports Board of Directors coordination and governance tasks. This position is a key hub for communication, organization, and operational efficiency.

Key Responsibilities

1. Front Desk Operations & Student Data Entry (90%)

Front Desk & Administrative Operations

• Serve as the first point of contact for visitors, families, staff, and community partners.
• Answer and route phone calls, emails, mail, deliveries, and general inquiries.
• Maintain a professional and welcoming front office environment.
• Support daily office operations, filing systems, and supply management.
• Assist staff with scheduling, communication, copying, and general administrative needs.

Student Data Entry & Records Support

• Enter and update student information in Infinite Campus or other SIS platforms.
• Support enrollment, withdrawals, demographic updates, and attendance tracking.
• Upload and maintain student records and required documentation.
• Assist with maintaining accurate class rosters and student records.
• Ensure compliance with FERPA and student data privacy requirements.
• Support testing documentation, audits, and data reporting as needed. 

2. Board Support (10%)

• Assist with scheduling and logistics for Board of Directors meetings.
• Prepare and organize board packets, agendas, and supporting documents.
• Support distribution of materials in coordination with the Sr. Executive Director.
• Record accurate minutes and maintain official board records and materials.
• Ensure compliance with open meetings laws, public notices, and board policies.
• Assist with meeting notes/minutes as needed.
• Maintain confidentiality and support board governance procedures.

Qualifications Required

• Associate’s degree or equivalent experience in business, education, or related field.
• 2–3 years of administrative or school-based office experience preferred.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and Google Workspace.
• Experience with student information systems preferred.
• Ability to maintain confidentiality and professionalism.