Purpose:

The Administrative Assistant will support the front office operations of Sheridan Hills Christian School, in accordance with school policies and procedures. They will act as liaison with visitors, vendors, and school families for all inquiries and requests directing them to the appropriate area.

Personal Qualifications:

• A born-again believer with a testimony of salvation by receiving Jesus Christ as personal Savior and Lord.

• An active member in good standing of a Bible-believing church.

• Public and private life that demonstrates biblical qualities of a Christian role model, at home, work, and in the community.

• Practice principles of Christian growth including prayer, study, witnessing, and discipleship.

• Have the physical and mental characteristics needed to perform the job description and duties.

Professional / Technical Qualifications:

• The Administrative Assistant must possess a minimum of an Associate’s degree and/or a minimum of two (2) years of experience in a similar position.

• Strong oral and written communication skills in English and Spanish strongly preferred.

• Creative and/or graphic arts experience preferred.

• Proficiency with Excel, Word, and MS Windows required: PowerPoint, Photoshop/Canva (or similar) strongly preferred.

Responsibilities:

• Perform all day-to-day operations of the school’s front office, including answering phones, maintaining entry security protocols, greeting visitors, and providing assistance to teachers and administrators.

• Maintain close communications with the Director of Operations and maintain the confidentiality of sensitive information related to the school, staff, students, families and prospective students.

• Follow opening and closing procedures to ensure the front office and surrounding areas are clean and safe each day.

• Ensure that established policies and procedures are followed for all front office duties.

• Collaborate with other front office staff to ensure that there is appropriate coverage at all times.

• Assist with carline, lunch coverage in the Cafeteria, and other areas as needed.

• Ensure that protocols are followed for After Care. This includes checking students in and/or out, dismissing students, verifying authorized pick-ups and communicating with other after care staff.

• Takes the initiative to remain informed of the school calendar, events and activities in order to respond to inquiries accurately.

• Attend and participate in school events as requested (see list of events below).

• Communicate with the Maintenance department for urgent cleaning, repairs or maintenance.

• Follow established protocols and assist during safety evacuation and fire drills.

• Maintain positive relationships among students, teachers, parents, and the SHBC community.

• Maintain a professional appearance at all times.

During certain times of the year, the Administrative Assistant will assist the Admissions department with:

• Online Applications

- Assist with the preparation of prospective student files with data from FACTS SIS and supporting documentation.

- Assist in updating the admissions file (SIS & hardcopy) for each prospective student.

- Assist in obtaining missing information from prospective families as necessary.

- Provides updates to the Admissions Director on the status of the prospective student pool.

- Assists in sending official responses to prospective students as directed.

• Entrance Exams

- Assists in scheduling prospective students for entrance exams.

- Assists with setting up prospective students in the testing module (NWEA).

- Assists in compiling test materials (electronic and hard copy), equipment and testing area set-up prior to exams.

- Proctors exams as needed.

• Family Interviews

- Assist the Admissions Director in scheduling family interviews.

- Assists in the preparation of interview packets for panel members.

• Creates reports, metrics, mailings, lists, etc. as needed.

• Assists in managing inventories of admissions promotion and marketing materials, storage and storage areas.

• Marketing and Promotions

- Will create electronic and hard copy promotional materials for school events. This will include concept, artwork, and layouts in various formats. Including but not limited to Performing Arts productions, Athletic Events, WorldFest, special Chapels, etc.

- Create electronic sign-ups for events including event tickets using Google Forms or FACTS Forms.

- Assists with the updating of SHCS’ social media pages to promote the school with a Christ-Centered, Kingdom Conscious emphasis.

• Information Requests

- Provides information such as academic records, addresses, labels, specific subject lists, etc. from FACTS SIS to various departments like Athletics, Security and others as approved or requested by the Director of Operations.

 

Event Coordination

The Administrative Assistant collaborates in the preparation for various events. The preparation for these events is done during business hours. However, the Administrative Assistant is expected to be at some of these events to assist the Admissions Director, staff, teachers and volunteers with their duties.

• Open House / Group Tours / Shadow Days / Preview Days

- Monitoring of electronic master lists for event sign-ups.

- Create Name tags and send reminders to respondents.

- Supports Admissions Director in all logistics required for each event.

Required Attendance to School Events

Back to School Parent Orientation Night (August)

Open House Events (as scheduled)

SharkFest (January)

High School Preview Day

Others as may be assigned from time

Typical working hours 9:00 am to 6:00 pm