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Administrative Assistant

Position Type Administrator
Start 10/12/2020
School Name Open Window School
City, State Bellevue, WA 
Posted 09/23/2020

Lower School and Auxiliary Programs Administrative Assistant (LS AA)

Job Title: Lower School and Auxiliary Programs Administrative Assistant (LS AA)
Reports To: Head of Lower School and Director of Auxiliary Programs
Classification: Administrative, Non-Exempt, 1 FTE
Hours: 9:30 am – 6:00 pm, Monday – Friday.
The Lower School and Auxiliary Programs Administrative Assistant (LSAA) provides a welcoming and inclusive atmosphere for the school staff, students, families, and community partners. The LSAA must have excellent oral and written skills with the ability to communicate for clarity and an understanding with a diverse population. The successful LSAA can handle multiple priorities, remain flexible and courteous, demonstrate careful attention to detail, take initiative, maintain regular attendance, be punctual, and dependable. The LSAA provides administrative support to various functions at school using a variety of computer systems. Handles daily work pressures, requiring constant concentration to a high volume of clerical work which must be completed within a limited period. Must be able to successfully perform the essential duties and responsibilities in an environment with constant interruptions.

Requirements include:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Education and/or Experience: High school diploma or General Education Diploma (GED) and at least one-year related experience in typing, general clerical and/or training or equivalent combination of education and experience. Ability to rapidly and accurately enter and retrieve computerized data. Prior successful experience working in a school setting strongly preferred.
  • Interpersonal Skills: Takes initiative. Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to successfully work with small children and public. Eager and willing to accept other duties as assigned. Maintain discretion and confidentiality.
  • Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to respond to common inquiries or complaints from students, parents, staff or members of the community. Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
  • Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Careful attention to detail. Time management. Ability to take initiative in problem solving when needs reveal themselves.
  • Computer Skills: Proficiency in the usage of database software, internet software, e-mail, word processing and spreadsheet software; including but not limited to Word, Excel, PowerPoint, Outlook, and OneNote. Ability to learn new technologies and programs. Ability to type accurately and proficiently.
  • Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents, members of the community and others including vendors, and other agencies. Ability to exercise good judgment and work in an environment with constant interruptions.
  • Certificates, Licenses, Registrations: Certificates as determined by the school including ability to obtain a valid CPR/First Aid card.
Duties and responsibilities include, but are not limited to:

Office Support
  • Warmly and actively greet parents, students, and staff in main office and direct as appropriate providing guest badges, etc.
  • Perform general office duties including answering multi-line phones, typing, filing, sorting, and handling incoming and outgoing mail.
  • Inventory, order, and stock supplies for building and staff. Input orders and coordinate with vendors for timely delivery.
  • Track, maintain and report on school budget including processing and purchasing supply requests in compliance with school policy and procedure, maintain inventory of supplies, track balances and provide reports.
  • Appropriately maintain and secure confidential records and inquiries. Professionally represent the School in interactions with parents, community, staff, and students.
  • Assists staff in operation of copy center facilities, materials, and equipment.
  • Serve as a first responder to LS student first aid and medical needs, including documenting and maintaining an accurate log consistent with School policies and notifying Administration and families of all student medical treatments.
  • Serve as backup for the COVID-Coordinator when they are not available. This includes initiating contact tracing, contacting families to pick up sick student and monitoring isolation space. Full training will be provided.
  • Report issues to authorities as necessary, animal control, suspicious activity etc.
Assistance to Head of Lower School
  • Maintain accurate student records including attendance, injuries, reports, and status.
  • Create and maintain Lower School schedules and calendars in collaboration with Head of LS.
  • Serve as substitute coordinator for teachers as required.
  • Collect teacher inventories at end of year and track for following year.
  • Create and submit curriculum and materials orders.
  • Create and coordinate schedules for special projects including scheduling meetings, making room arrangements, field trip schedules, school newsletters, completing School Event Forms, etc.
  • When needed, supervise students in main office area, lunch area or during recess.
  • Coordinate travel and assist with other administrative needs.
  • Serve on School committees and councils.
  • Format and complete unique projects.
Assistance to Director of Auxiliary Programs
In collaboration with the Director of Auxiliary programs:
  • Coordinate the development of quality auxiliary programs and activities.
  • Recruit teachers and outside vendors to provide quality after-school programs
  • Work with Director of Auxiliary Programs and Business Office to set pricing for programs
  • Set up and maintain the online registration system to accurately collect student enrollment
  • Publicize program information, registration availability, and deadlines to community
  • Confirm registration with families and collect/organize any necessary forms
  • Manage day to day after school programs, including, but not limited to parent inquiries, student accidents, program cancellation notices, other events as they arise
  • Serve as Assistant Director of Summer Programs responsible for our student volunteer program
  • Work with Director of Auxiliary Programs to develop summer program
  • Place supply orders for faculty and staff as needed (including the annual classroom supply order)
  • Serve as support for volunteers and contracted personnel in the after-school program.
This position may occasionally perform work beyond a standard 40-hour work week when workload requires.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities, skills, duties, requirements, efforts, functions or working conditions associated with the job. This job description is not a contract of employment or a promise or guarantee of any specific terms or conditions of employment. The school may add to, modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

Compensation & Benefits:
This is an at-will non-exempt position. This position will start immediately and continue through August 2021.
Compensation will range from $22 - $25 per hour depending on experience/education. This position is eligible for medical, dental, and vision insurance coverage. Eligible employees may make pretax contributions to the 403(b)-retirement savings plan and flexible spending accounts for health and dependent care expenses.

To Apply:

Please submit a cover letter describing your interest in and qualifications for this position, your resume, and answers to the Diversity Commitment Questions below. Applicants must submit an answer to both of the following Diversity Commitment Questions as a single word or pdf document:
  • Describe how you have demonstrated a commitment to diversity, equity, and inclusion in your current or prior job. If necessary, candidates can draw upon their experience in community organizations if professional experience is limited.
  • Describe a time when you were in the minority (in thought or person). How has this or other situations affected the way in which you participate when you are in a diverse group?
Please be prepared to provide 3-5 professional references and one personal reference if requested. If you are unable to apply online, you are welcome to fax your resume, cover letter, and answers to the Diversity Commitment Questions to 425-644-6320.

At Open Window School, we value a diverse and talented workforce by guiding a mission and identity. We are committed to building a community that is welcoming, inclusive, and respectful. We do not discriminate based on race, gender, color, religion, Creed, disability, sexual orientation, gender identity an expression, national or ethnic origin, or other status legally protected by local, state, nor federal law.
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Northwest Association of Independent Schools
5001 California Ave. SW, Suite 112
Seattle, Washington 98136
T: 206.323.6137 • info@nwais.org
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