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Carolina Day School · 2 months ago

Front Receptionist and Administrative Assistant

Asheville, NC, US

Full-time

Onsite

New Grad, Entry Level

Carolina Day School is a prominent educational institution, and they are seeking a Front Receptionist and Administrative Assistant to serve as the first point of contact for students, families, and visitors. This role involves providing administrative support to the PreK–8 Administrative Team, ensuring smooth operations within the Lower School.

Primary/Secondary Education

Responsibilities

Welcome and assist all visitors in a friendly and professional manner, ensuring their needs are met promptly

Verify that all visitors have properly checked in, passed background check, and received appropriate identification (sign-in, visitor badge, or vendor pass)

Maintain accurate student attendance for the LS and MS by tracking late arrivals and early dismissals and updating records in Orah or OnCampus as needed

Serve as the primary contact for all incoming phone calls on the school’s main lines, directing inquiries to the appropriate personnel

Receive and distribute deliveries or items dropped off for students, faculty, and staff, notifying recipients as needed

Provide day-to-day administrative assistance to the PreK–8 Administrative Team, including document and form creation, certificate and award preparation, and updates to community handbooks

Support admissions activities by greeting visitors and notifying Admissions staff of arrivals

Coordinate the ordering and distribution of hot lunches for LS and MS

Manage substitute coverage and staff absence documentation in Frontline for the division

Assist with Financial Edge reconciliation for orders for Lower School supplies for classrooms, workrooms, and credit card statements

Support various departmental needs by placing and tracking orders for the Director of Security, Nurses, Lower School, and Director of Operations through Amazon or other approved vendors

Manage copier maintenance for the LS and paper supply orders for all divisions

Submit and track facilities requests for the LS and MS divisions and coordinate set-ups for events and meetings

Support school events through food ordering and logistics coordination (e.g., Teacher Appreciation Week, parent nights, and other community gatherings)

Organize school picture days, ensuring communication and scheduling run smoothly

Collect photos and create slideshows for Lower School communications and displays

Assist the Parent Association with special events

Serve as back-up support for the Executive Assistant to the Head of School

Provide basic nurse back-up by administering medications and attending to minor student health needs

Assist with carline and dismissal duties to ensure student safety and smooth traffic flow

Organize and maintain the Lower School’s lost and found area

Assist with special projects and events as requested

Maintain confidentiality and exercise discretion and sound judgment in all responsibilities

Perform other duties as assigned to support the smooth and efficient operation of the school

Qualification

Phone systems proficiencyOffice technology proficiencyGoogle SuiteExcelWordOrganizational skillsAttention to detailLearning new systemsBusiness acumenInterpersonal skillsCommunication skillsReliabilityConfidentiality understanding