Administrative Assistant - Stony Brook, United States - NORTH SHORE MONTESSORI SCHOOL

NORTH SHORE MONTESSORI SCHOOL Stony Brook, United States

3 weeks ago

Description

Job Description

Job Description
North Shore Montessori School is seeking a detail oriented, organized, and personable Administrative Assistant to join our team. This position requires the candidate to be able to multi-task in a fast paced educational environment. Must love children and be an advocate for early childhood education.

Job Description

MANAGEMENT

Conserves Head of School's time by reading, researching, and routing correspondence; drafting emails, letters and documents; collecting and analyzing information; initiating telecommunications.
Welcomes visitors by greeting them, in person or on the telephone; answering or directing inquiries.
Maintains customer confidence and protects operations by keeping information confidential.
Delegates projects to appropriate office staff as per their job descriptions and area of knowledge; follows up to ensure that deadlines are met.
Provides historical reference by developing and utilizing filing and retrieval systems & maintaining the school timeline of events
Develops surveys and compiles relevant data related to the health of the school for analysis by the HoS and Board of Trustees
Maintain and prepare paperwork while acting as a liaison for:
- Executive Committee
- Head of School
- Landlord
- Class Parent Organization

PROGRAMS

Prepares all paperwork related to the enrollment process
Support classroom teachers, specials teachers and extracurricular staff
Schedule and coordinate enrichment programs
Assign staff daily based on the needs of the programs

OPERATIONS MANAGEMENT/ OCFS REGULATIONS

Implement and manage the flow and function of the operations of the office environment
Conducts all necessary paperwork related to the screening of prospective candidates for employment as required by OCFS
Ensures that student admissions paperwork is prepared as per OCFS regulations
Supports the Head of School in ensuring that OCFS regulations are met throughout the building
Executes Monthly Fire Drills and Bi Annual Lock Down Drills with the HoS

HEAD OF SCHOOL/BOARD PARTNERSHIP

Organizes and maintains records of motions and minutes from monthly Board Meetings

Experience: The Administrative Assistant must have a minimum of three years of experience working in a fast-paced Office environment. Experience in an educational office setting is a plus.

Required Qualifications:

Bachelors of Science in Office Administration or other related field of study
Background check as per OCFS
Proficient in Google Workspace and Microsoft Office
Working knowledge of administrative and clerical procedures and systems, administrative writing skills, excellent verbal communication, managing files and records, time management, designing forms, equipment maintenance, maintaining the school's website and social media and other office procedures
Maintenance of Early Childhood education training required by OCFS

Other Considerations:
This position will require occasional weekend and evening attendance at special events and meetings as outlined in the offer letter.

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