Job Description
MISSION OF THE ROLE
The Office Assistant supports the School Leadership Team in implementing the structures and systems that underlie a high-functioning school community.
OUTCOMES
- Families, students, and community members have a welcoming point of contact to help them access information needed about the school.
- Students and student information are accounted for both physically and digitally at all times.
- Reception runs smoothly and efficiently.
COMPETENCIES
- Enjoys working with tweens, families, and community members
- Is responsible, reliable, and punctual
- Is observant: sees what needs to be done and does it
- Strong time-management skills
- Is able to work under pressure
- Possesses strong organizational skills, habits, and attention to detail
- Communicates positively, clearly, and effectively, verbally and in writing, with a variety of audiences - students, parents, community partners
- Works effectively in multiple roles: independently, as a partner, and as part of a team
- Maintains a positive, proactive approach to solving problems and challenges
- Demonstrates solid computer literacy skills (email, word processing, spreadsheets, web-based platforms, etc) and computational skills.
QUALIFICATIONS
Minimum:
- High School diploma
- Typing and basic computer/technology skills
Preferred:
- Prior experience working in reception or a communications role
- Prior experience working in schools and/or non-profit organizations
- Familiarity with Google-based documents and email, and social media platforms
GOALS & RESPONSIBILITIES
General Office/Reception
All who interface with the office are provided a welcoming, friendly, and informative point of contact during the school day
- Greet and provide support to family members, students, teachers, external partners by phone, in-person, and via email
- Manage front office phone during work shift and communicate messages to appropriate parties
- Sign in/out students, visitors, parents and communicate sign ins/outs with appropriate parties
- Assist with office projects and daily operations to support the school’s mission, goals, philosophy and vision
- Create signage, beautify and organize spaces, make copies, etc
- Receive payments and communicate about them to the Director of School Operations and Business Manager
- Maintain organization and cleanliness of reception area and faculty room
- Manage inventory of both spaces and communicate needed purchases
- Provide overall administrative support
Daily Attendance
Each day 100% of students are accounted for and documented in the school’s attendance platform
- Manage tardy student process
- Fill out tardy slips and track in-time in Infinite Campus
- Receive attendance calls and track in-time in Infinite Campus
- Communicate with teachers to ensure accurate attendance daily
- Communicate absences
- Communicate extended absences with appropriate parties in a timely manner
- Communicate daily with families and staff about absences
Enrollment & Student Records Support
At any given time, 100% of student information is accounted for and secured
- Assist Director of School Operations in managing, obtaining, and transferring student records
- Make calls to families about missing or incomplete student records
- Assist in transfer of student files to other schools
- Maintain student health records and communicate with families if missing information
Event Support
School-wide events are executed in detail and run smoothly
- Support coordination of and attend campus events, as requested
- Assist in special projects such as enrollment events and school exhibitions
POSITION DETAILS
The Office Assistant reports to the Director of School Operations.
The Office Assistant is a full-time, 12-month position, and includes paid holidays and generous vacation and sick leave. Daily hours for the role are 7:30 AM - 4:00 PM with a 30 minute lunch break.
Start date is negotiable; ideally by Jul 1, 2025
COMPENSATION
Pay rate is subject to the HGEA BU03 salary schedule at Salary Range 8. Employees also receive a generous benefits package provided to Hawaii State Government Employees.
PHYSICAL DEMANDS OF THE POSITION
The role requires the employee to sit, stand, bend, stoop, reach above the shoulders, walk short distances, climb stairs, listen effectively, speak clearly, and visually observe staff and students on a routine basis. Accommodations may be made to enable individuals with disabilities to perform the essential functions.