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Administrative Assistant - Front Office

Company: Global Village Academy
Location: Parker
Posted on: June 19, 2022

Job Description:

Global Village Academy is an innovative charter school. Students learn core content through language immersion in their choice of French, Spanish, Mandarin, or Russian (depending on the school). GVA is truly a "global village." Our immersion teachers come from all over the world, each bringing their unique culture and language into the classroom. United by a common core, students are challenged to become world class thinkers, capable of engaging ideas using multiple languages and cross-cultural perspectives, through internationally bench-marked curriculum spanning each language village.


To provide general support to the school. Duties include general clerical, receptionist and project based work. Project a professional image through in-person and phone interaction.

Essential Duties and Responsibilities:

Front Office Duties:

* Maintain a clean and orderly front office
* Remove outdated signs, brochures, etc.
* Wipe down countertops, furniture, phones, doorknobs, etc.

* Deliver high-quality customer service
* Manage front office Conference Room
* Schedule Conference Room Calendar
* Maintain cleanliness

* Ensure building security
* Keep front doors locked
* Check-in all visitors using Raptor system (Guest, Visitor, Volunteer)
* Prevent parents from unnecessarily entering the building when school is in session
* Perform duties as member of School Safety Team

* Manage Lost and Found
* Assist with Dragon Heart Rewards (every Friday)

Attendance Duties:

* Verify that all attendance is taken in a timely manner 2x daily
* Take attendance calls off of the message machine
* Follow-up on all unexcused absences
* Update IC with corrected attendance
* Alert administration regarding attendance trends
* Run attendance letters for administration

School Communication Duties:

* Take messages from incoming calls for staff
* Get parent messages to students during instructional time
* Make school announcements
* Update "sandwich board" re: important events
* Maintain "sub" board

Administrative Assistant to Principal:

* Assist in maintaining Principal's calendar
* Receive, route and screen incoming calls; take messages, and provide assistance to callers
* Make copies for meetings including BOD, SAC, PPIN, Staff Meetings, Professional Development, etc.
* Prepare coffee & cookies for Principal's Coffee meetings
* Organize snacks for Staff Meetings, Professional Development Days, etc.
* Other duties as assigned

Health Aid Duties (Backup to Health Aide)

* Injuries
* Administer First Aide
* Follow-up with parents regarding injuries/illnesses

* Medications
* Administer medication as needed
* Maintain paperwork for medications taken at school

* Documentation
* Complete and file required paperwork
* Enter health office visits into IC

* Communicate with parents regarding health concerns

Ordering Supplies:

* Order office supplies
* Distribute ordered supplies

Supporting with Clerical Needs:

* Assist with maintenance of copier machine
* Distribute mail to staff
* Check-in and distribute packages

Organize Photo Days

* Communicate with administration regarding planned dates
* Organize photo sessions for classes
* Communicate with photographer and send student information for photo day
* Send schedule to teachers
* Distribute photos to classes
* Communication with photographer regarding any problems
* Produce School Yearbook

Education and Experience:

* High School Diploma or Equivalent
* Minimum five years (5) experience in administrative support such as office and secretarial work, word processing or bookkeeping

Other background demonstrating application of the following knowledge, skills and abilities:

* Criminal background check required for hire
* Must have the ability to travel among district facilities
* Second language skills are a plus
* Customer service and public relations skills
* Critical thinking and problem solving skills
* Ability to maintain confidentiality in all aspects of job
* Ability to manage multiple tasks with frequent interruptions
* Ability to manage multiple priorities
* Ability to diffuse and manage volatile and stressful situations
* Ability to promote and follow Board of Education policies and Building and Department procedures
* Ability to communicate, interact and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
* Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator

Keywords: Global Village Academy, Parker , Administrative Assistant - Front Office, Administration, Clerical , Parker, Colorado

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