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Administrative Assistant
Administrative AssistantBeta Academy • Houston, TX, US
Administrative Assistant

Administrative Assistant

Beta Academy • Houston, TX, US
30+ days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Job Description Administrative AssistantMission

The mission of the Administrative Assistant is to ensure a loving, peaceful and joyful atmosphere for staff and incoming families.

Outcomes

1. Meet Customer Service Goals

  • 2 cards minimum sent per week to families
  • 1 “5 Star” Google Review earn a minimum per month
  • 95% of guests rate their overall customer experience as a 5 on the guest experience survey.
  • 100% of guest concerns are successfully resolved and receive a follow up call.
  • 100% of the time, Rainbow Service Guidelines are implemented

2. Meet Enrollment Goals

  • (K-12) 25 scholars minimum per class
  • (PK) 20 scholars minimum per class

    • 3. Meet Documentation Goals

  • 100% of all guest action requests are entered in the Call / Visit Log

    • ResponsibilitiesFront Office

  • Ensures that the front office and work rooms areas are clean, organized, and welcoming.
  • Proficient in Ascender and SchoolMint
  • Maintains a positive working environment that fosters a professional learning community atmosphere.
  • Manage gate and door entry following security protocol.
  • Greets visitors to school, and determines the nature of their business, and escorts visitors to their destination.
  • Collect IDs and issue visitors’ badges to all guests on campus. Issues and collects temporary key cards as needed.
  • Creates magical moments for incoming scholars and families.
  • Regularly sends cards or notes to families to create and build personal relationships.
  • Commits to detail and accuracy.
  • Delivers excellent customer service, this is a priority and should be conducted respectfully while utilizing de-escalation strategies when necessary.
  • Adheres to and enforces school policies and procedures.
  • Ensures phone calls and emails are responded to within a school day unless the call or email occurs outside the workday, which would then be handled the next school day.
  • Communicates professionally and effectively with parents, scholars, and campus staff via email, telephone, and fax, and trains others to do so.
  • Works with school personnel to maintain integrity and accuracy of scholar records, including maintenance and tracking of attendance and retention.
  • Resolves or directs routine internal and external inquiries with parents and employees.
  • Oversees requisition, receive, and distributes / stores classroom, school office and workroom materials and supplies; maintains ongoing inventory; processes packing slips.
  • Maintain an awareness of the school calendar and school events.
  • Overflows of any duties not covered. Examples given but not limited to are cafeteria duty, dismissal duty, morning carline duty, covering classrooms, etc.
  • Maintain booking and cleanliness of conference rooms.

    • Enrollment

  • During enrollment season, collect new scholar data such as MAP test scores, previous report cards, and STAAR scores.
  • Oversees dissemination of enrollment packages during parent interest meetings and for walk-in parents.
  • Greet families and assist with Parent Interest Meetings answering enrollment questions as they arise.
  • Assist with maintaining scholar enrollment and campus capacity.
  • Assist with enrollment counseling for incoming scholars and families.
  • Assist with enrollment, transfer, discharge, and readmission process for scholars and the preparation of related records and files.

    • School Finance

  • Proficient in “My School Bucks” invoice payment program.
  • Create invoices for fees in My School Bucks for scholars, staff, and others as applicable.
  • Fiduciary responsibilities for collection, dual-counting, and deposit of funds daily .

    • Staff Leadership Responsibilities

  • Recognizes problems and impediments and reports them promptly with options for solutions to the Office Manager; promotes and assists with constructive resolutions.
  • Adheres to and enforces board policy, school guidelines, and administrative directives
  • Read and comply with the Procedures Manual, Employee Handbook, Scholar Handbook and Scholar Code of Conduct
  • Ensuring the campus maintains >

    • 98.5% daily attendance and timeliness

  • Establishes and maintains professional and cooperative working relationships with all stakeholders : parents, scholars, staff, neighbors, and partners.
  • Promotes and maintains a positive and effective school climate by ensuring that all interactions with staff, scholars, parents, and the public at large are prompt, efficient, helpful and friendly.
  • Multitask many things at once in a busy office environment.
  • Solves problems joyfully as issues arise.
  • Perform other duties as assigned by the Principal and Deans.

    • Reports To

  • The Administrative Assistant reports directly to the Office Manager and Dean of School Culture.
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