SUBSIDIARY: Fairwold Academy
ROLE TYPE: Full-Time
JOB OVERVIEW:
The Administrative Assistant/Receptionist position requires a skilled individual to complete a variety of administrative functions to support members of the school Leadership Team. The Administrative Assistant/Receptionist contributes to the efficient operation of the Fairwold campus. This position requires a high level of confidentiality, as the Administrative Assistant/Receptionist interfaces with high-level management of PHMC, staff, parents, and external agencies. This role reports to the Director of Admissions.
RESPONSIBILITIES:
Visitor Engagement & School Administration
- Manage the school security system and visitor badge system for individuals who enter the building.
- Support school security by welcoming and managing the entrance and exit of school visitors.
- Manage logistics for inventorying and assigning staff keys, technology, and other equipment essential for staff to perform job functions.
- Answer the main school phone and transfer calls as needed.
- Provide administrative support to school administrators for assigned projects.
- Cover for the administrative assistants with orders, staff attendance, transportation issues, and other concerns.
- Maintain a neat and orderly welcome and reception area and provide exceptional customer service to visitors.
- Field communication with school districts, parents, mental health providers, and responds promptly to the concerns and interests of the school community.
- Assist the proper Human Resources or other contact with scheduling interviews, hiring and onboarding processes, resignations, and collecting documents for annual school licensing.
- Provide administrative support to school administrators for assigned projects.
Mail Deliveries
- Manage all mail and correspondence for administration, including confidential documents; prepare correspondence for signatures; read all incoming correspondence; route items to appropriate parties; and assist administrators in composing responses.
- Manage all mail and package deliveries from vendors and organizations.
Supplies & Inventory Management
- Manage school supply orders and inventory for the school program.
- Process invoices for payment.
- Assist with managing all purchase requests, invoices, credit requests, and expenses associated with the school budget; secure approval from the Executive Director; and collaborate with the Finance department for accuracy.
- Procure supplies and materials and maintain availability of required items for multiple school staff.
Events & Scheduling
- Assist the leadership team with special events; organize logistics; coordinate schedules; arrange accommodations and refreshments; prepare and disseminate agendas and meeting materials; and fulfill other requests.
- Assist in the coordination of events, projects, programs, and special tasks assigned by the Leadership Team, ensuring timely and accurate completion.
SKILLS:
- Excellent working knowledge of school and accounting programs
- Excellent written and verbal communication skills with diverse populations
- Excellent ability in time management, organizing resources, and establishing priorities
- Strong ability to analyze complex situations and implement and coordinate systematic solutions
- Excellent computer skills in all Microsoft Office applications
- Data management and reporting skills
- Demonstrated ability to manage projects to completion
- Demonstrated ability to manage multiple data systems
PERFORMANCE REQUIREMENTS:
- Models traits of a responsible team member by executing job responsibilities, open communication, and timely follow-through; supports team members to do the same
- Complies with all Fairwold and PHMC policies and procedures
- Maintains and promotes confidentiality
- Supports the safety of the education environment and complies with de-escalation and safety training expectations
- Establishes effective working relationships with school staff, administrators, and PHMC leaders
EDUCATION:
- High school diploma or equivalent required
- Preferred: Associate degree in business or a related field
EXPERIENCE:
- Three years of experience working in a fast-paced, customer service-based position
- Experience working with various computer programs, including all Microsoft Office applications
PAY GRADE: 14
PHMC is an Equal Opportunity and E-Verify Employer.