Baton Rouge, Louisiana
Lower School Administrative Assistant Job Opening in Baton Rouge, Louisiana - BASIC FUNCTION: The Dunham School, a premier private Christian School in Baton Rouge, LA, is seeking a Lower School Administrative Assistant. Under the direction of the Head of Lower School/Dean of Faculty, perform responsible and complex secretarial and clerical services to assist with administrative and clerical detail; assist the Head in efficient school operation; organize office activities and coordinate flow of communications; train and provide work direction to clerical personnel as assigned. This position requires an individual who is a self-starter, is extremely organized, embraces technology and is very computer proficient, can multi-task, can work quickly but accurately, possesses a helpful and welcoming demeanor, remains calm under pressure?.(AND LOVES LITTLE CHILDREN)!
DUTIES AND RESPONSIBILITIES
Perform secretarial support duties for Head of Lower School/Dean of Faculty, assisting the administrator with routine detail as appropriate. Assist with non-routine tasks as directed.
Keep the office organized and running smoothly.
Coordinate office activities and communications related to school activities, events and timelines; take and relay messages and communication.
Coordinate the administrator?s office acting as receptionist and a contact and reference source for staff, students, parents, and the public; provide information and assistance regarding established rules, regulations, policies and procedures; assist parents and students entering The Dunham School.
Assist with SAIS accreditation process.
Prepare and maintain comprehensive records, reports, files and lists related to personnel and students. Post attendance and maintain attendance records as required. Compute and compile information and prepare statistical reports when requested.
Maintain accurate records of personnel in Lower School and all school faculty as it relates to Dean of Faculty job responsibilities.
Assist substitutes by providing orientation, keys and materials, substitute time sheets. Help teachers secure substitutes.
Provide first aid and basic healthcare to ill and injured students; contact parents according to established guidelines; administer medications according to physician?s or
or parent?s directions; see that accident reports ar completed by appropriate source.
Type from rough drafts or verbal instructions a variety of materials such as Teacher Schedules, letters, memoranda, requisitions, lists, bulletins, reports, and statistical data; proofread and edit materials.
Create seating charts for the Dining Hall, Chapel, and special events.
Create fliers and insert clip art.
Perform a variety of problem-solving tasks in support of management personnel.
Compile information for faculty meetings.
Schedule facility use and set-up requirements via appropriate software.
Requisition, receive, store, and distribute supplies and office materials; maintain materials and equipment inventory.
Work with teachers and administrator on special events (i.e. field trips, ceremonies, parties, inservice trainings). Prepare awards and certificates as necessary.
Input data and run progress reports and report cards utilizing iNow or similar program.
Operate a variety of office machines including: computer, scanner, digital camera, copiers, other duplicating machines, calculator, fax, laminator, binding machine, poster maker.
Provide work direction and guidance to learning assistants as assigned.
KNOWLEDGE AND ABILITIES:
Modern office practices, procedures, and equipment
Receptionist and telephone techniques and etiquette.
High level organizational skills (including physical files, as well as computer files).
Correct English usage, grammar, spelling, punctuation, and vocabulary.
Excellent oral and written communication skills
Excellent interpersonal skills using tact, patience, and courtesy.
High degree of confidentiality related to school matters
Statistical record-keeping.
Health and safety regulations.
Operation of office machines and computer equipment
Basic first aid and emergency response
Must be proficient in the use of Microsoft EXCEL, Word, Powerpoint, Google Docs, Google Sheets, Gmail, MAC computers/programs, and iNow or similar program.
Must be able to create and reproduce data.
Must be able to scan and send/edit documents electronically.
Perform and coordinate office, secretarial and clerical work involving independent judgement and requiring accuracy and speed.
Learn, interpret, apply and explain school rules and objectives.
Compose correspondence independently.
Perform duties effectively with many demands on time with constant interruptions.
Type a minimum of 75 words per minute from clear copy.
Take and transcribe dictation as required by the position.
Meet schedules and timelines.
Plan and organize work.
Maintain ORGANIZED records and prepare reports.
Work confidentially with discretion.
Add, subtract, multiply and divide quickly and accurately.
Communicate effectively both orally and in writing.
Understand and follow oral and written directions.
Work independently with little direction.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by courses in secretarial science, office administration, or related field and three years of increasingly responsible clerical experience involving word processing and automated record-keeping including the use of a computer and other automated office equipment.
Job Type: Full-time
Required education:
High school or equivalent
Required experience:
Administrative Assistant: 3 years
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