Administration Assistant and Registrar

Administration Assistant and Registrar

Reports to: Head of School and Director of Finance and Operations

Hours: Non-exempt, Full-time and Year Round Position. To be coordinated with the School’s operation and needs.

Overview: Located in Saratoga, California, Saint Andrew’s Episcopal School is an independent school for Pre-Kindergarten through 8th grade students. Saint Andrew’s is a wholehearted community of learners with a wholehearted commitment to cultivating student happiness, academic achievement, and character. Our complete, balanced, and inspiring approach to education ensures that our graduates are exceptionally good people who are exceptionally well-prepared to thrive in high school, college, and life.

Job Summary: The position represents the mission of the School through front desk receptionist duties, provides general administrative and clerical support to the school administration and main office, and managing current student records via PowerSchool. Under the Head’s direction, she/he performs secretarial, confidential, and administrative assignments utilizing planning, organizing and scheduling of the work involved.

Responsibilities:

Administration Assistant

Provides general administrative services to the Head of School and Division Heads, while continually maintaining high standards when managing confidential information
Coordinates scheduling of appointments, maintain Head’s calendars and follows up on communications as needed
Assists Head in maintaining professional and on-going relationships with affiliated schools and non-school groups as directed by Head
Assists the Head with all aspects concerning the CAIS accreditation process
Coordinates scheduling of appointments, maintain Division Heads’ calendars and follows up on communications as needed
Assists in the day-to-day operations of the Lower and Middle School Divisions
Support all Lower and Middle School events (scheduling, communication and coordination)
Compiles and maintains daily attendance, absence and tardy tracking records; enter information into a proprietary student information system; generate lists, rosters and reports as needed
Establishes/maintains a BOT contact list and be the keeper of the historical board minutes
Schedules Board the Trustees meetings each year and handle beverage/food orderings
Provides documents as requested at the direction of the Head or Board Chair
Creates set-ups for all internal board and staff/faculty meetings/programs/events
Coordinates all staff/faculty internal and external event planning/reservations
Coordinates annual Grandfriends’ Day, Ladd Awards, Moving Up ceremony, and graduation
Helps staff/faculty to make travel arrangements for conferences
Creates annual list of events as resource for Heads and all faculty/staff; make all changes when necessary
Maintain the School’s Master Calendar; inputs all events as well as event/space reservations and setups, checking with Church for use of shared facilities. Communicates with maintenance staff for room layout and set up if needed
Publishes and distributes the annual staff/faculty name list, extension list and roll call list, etc.
Manage PowerSchool and assist with year end and beginning of the year processes
Manage parking logistics for all on and off campus events
Registrar

Is the administrative point person for student and parent database on PowerSchool
Builds and maintains up-to-date student/parent database and student files, request files for incoming students, send files for departing students, other schools and alumni
Manages accuracy of student data and daily attendance
Maintains student files including health information and standardized testing results
Prepares and submits annual forms required by governing bodies including Pre-kindergarten immunization, Kindergarten immunization and 7th Grade health check-ups
Maintains and back-ups student records according to academic records retention policy
Creates scheduling for parent/teacher conferences
Assists with collation and mailings, providing labels and stamps as requested

Other General Administrative Duties

Upholds the mission of the School
Provides general administrative services to the Head of School and Division Heads while continually maintaining high standards when managing confidential information
Arranges for transportation and permission slips for field trips and gather student health information needs for day field trips, retreats or class trips
Maintains substitute Google sheet and Teachers on Reserve portal, arranges for substitutes; confirm substitute payments with the Business Office every pay period
Creates a welcoming environment and maintains the neat and professional appearance in the reception area. Front desk duties from 7:00 AM to 3:30 PM/10:00 AM to 6:00 PM with 30 minute unpaid lunch
Greets visitors, dispenses visitor badges, and answers phones
Provides back-up before school morning childcare from 7:00 to 8:00 am in the designated classroom (if needed)
Be familiar with the School Nurse’s processes and procedures and assist when necessary
Maintains an injury log for injuries more serious than a minor cut including all head injuries and distribution of any medication, and notifies parents when necessary of any logged injury
Handles all incoming and outgoing mail and packages
Arranges for mail to be held at post office or delivered to Church Office during breaks
Is prepared to follow procedures for Emergency Preparations
Maintains office and faculty room supplies and ensures various office machines are in operational order
Coordinate annual/bi-annual required all staff/faculty trainings, e.g. CPR/First-Aid, TB questionnaire and flu vaccine

This job description describes a general category of jobs. The employee may be assigned other duties, in addition to or instead of those described here, and any duties are subject to change at any time according to the needs of the School.

Performance Review:

Based on this job description and annual goals progress and reporting

Desired Qualifications:

Bachelor’s degree and at least three years of experience
Excellent telephone and email etiquette
Warm and welcoming demeanor with strong communication skills
Ability to multi-task and bring calm to any chaotic situation
Professional writing skills with the ability to proofread accurately and efficiently
Self-motivation to anticipate needs and learn quickly
Proficiency in MS Office, Google Suite, Mac Operating System

This position is Monday-Friday, eight hours per day, occasional weeknight and weekend events, and begins Monday, September 20th, 2021 (if permitted). Compensation is competitive with a full benefits package.  If you love children and are innovative, collaborative, energetic, and imaginative, with the credentials to match, please submit your application today. For more information, or to apply now, please visit our website.