Albuquerque Academy · 1 month ago
Divisional Administrative Assistant
Albuquerque, NM, US
Full-time
Onsite
Entry Level
3+ years expAlbuquerque Academy is seeking an individual for the position of Divisional Administrative Assistant. This role involves providing administrative support to the Division Head and the school community, including scheduling, customer service, and managing communications. The ideal candidate will contribute to a positive school environment and support the Academy's mission.
Education Management
No H1B
Responsibilities
Provide administrative support for the Division Head
Maintain the Division Head’s electronic calendar
Provide customer service for students, parents, and members of the greater Albuquerque community
Provide occasional administrative assistance to the Dean(s) of Students and faculty
Prepare and distribute communication to the community (Weekly bulletins, Welcome Back letters, New Student letters, etc.)
Collate and e-mail daily attendance to the division
Receive and deliver student messages from parents, faculty, staff, etc
Locate and retrieve students from class who are being signed out of school
Deliver daily messages and passes to students
Prepare, distribute, and file miscellaneous forms and paperwork
Maintain student permanent files and discipline files. Log and keep track of electronic device offenses
Manage correspondence via academic review letters, discipline letters, attendance letters, letters of concern, general information (divisional) letters to parents, and memos to faculty
Arrange and coordinate important school events such as New Student Orientation, 6-7 Ice Cream Social, 8th Grade Orientation, Parents’ Night, Awards Ceremonies, new student visits during the fall and spring semesters, Senior/Faculty Luncheon, Senior Project Showcase Dinner, and Commencement
Answer the main AA switchboard phone line and forward calls as needed
Perform occasional committee work
Administer parent mailings
Maintain confidentiality
Support the school and its mission, always maintaining a high degree of professionalism
Prioritize the importance of routine daily tasks alongside tasks that arise throughout the day
Foster and maintain a culture of mutual respect, equitable practice, and joy
Demonstrate cultural competence and communicate and collaborate effectively across differences
Welcome and direct guests and visitors
Prepare and reconcile monthly AA business card expense reports for self and the Division Head
Prepare & maintain bulletin boards
Run forms for the upcoming school year, including those for sign-in, daily absences, messages, and passes
Assure all emergency records are in by the first day of school
Coordinate, enter in computer, and post adviser/family head selections
Prepare systems and divisional distribution lists; enter, update, and maintain accurate records and distribution lists in Veracross
Create locker assignments, lists, and labels
Proctor math placement testing, as requested
Straighten and tidy common areas (lounges, campus lobby, etc) before special events
Prepare and assign nameplates for classrooms, offices, and mailboxes
Attend employee meetings as needed
Perform other duties as assigned
Qualification
Required
A high school diploma or equivalent is required
Minimum three years of experience in secretarial, clerical, or accounting office work is required, preferably in a school setting
Excellent written and oral communication abilities
Ability to adapt to new systems and procedures
Ability to get work done accurately and expeditiously
Attention to detail and accuracy
Knowledge of and skill with computers, Microsoft Office Suite, and Google Workspace
Knowledge of copiers, printers, fax machines, etc
Writing and proofreading skills, including a comprehensive knowledge of spelling, punctuation, and grammar
Must be legally authorized to work in the United States
Company
Albuquerque Academy
Albuquerque Academy is a private, coeducational, college preparatory day school serving middle and high school students in grades 6 to 12
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Shawn Ricketts, CPA
CFOO
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