Administrative Assistant/Receptionist

SUBSIDIARY

Fairwold Academy

ROLE TYPE

Full-Time

JOB OVERVIEW

The Administrative Assistant/Receptionist position requires a skilled individual to complete a variety of administrative functions to support members of the school Leadership Team. The Administrative Assistant/Receptionist contributes to the efficient operation of the Fairwold campus. This position requires a high level of confidentiality, as the Administrative Assistant/Receptionist interfaces with high-level management of PHMC, staff, parents, and external agencies. This role reports to the Director of Admissions.

RESPONSIBILITIES

Visitor Engagement & School Administration

• Manage the school security system and visitor badge system for individuals who enter the building.
• Support school security by welcoming and managing the entrance and exit of school visitors.
• Manage logistics for inventorying and assigning staff keys, technology, and other equipment essential for staff to perform job functions.
• Answer the main school phone and transfer calls as needed.
• Provide administrative support to school administrators for assigned projects.
• Cover for the administrative assistants with orders, staff attendance, transportation issues, and other concerns.
• Maintain a neat and orderly welcome and reception area and provide exceptional customer service to visitors.
• Field communication with school districts, parents, mental health providers, and responds promptly to the concerns and interests of the school community.
• Assist the proper Human Resources or other contact with scheduling interviews, hiring and onboarding processes, resignations, and collecting documents for annual school licensing.
• Provide administrative support to school administrators for assigned projects.

Mail Deliveries

Manage all mail and correspondence for administration, including confidential documents; prepare correspondence for signatures; read all incoming correspondence; route items to appropriate parties; and assist administrators in composing responses.

Manage all mail and package deliveries from vendors and organizations.

Supplies & Inventory Management

Manage school supply orders and inventory for the school program.

Process invoices for payment.

Assist with managing all purchase requests, invoices, credit requests, and expenses associated with the school budget; secure approval from the Executive Director; and collaborate with the Finance department for accuracy.

Procure supplies and materials and maintain availability of required items for multiple school staff.

Events & Scheduling

Assist the leadership team with special events; organize logistics; coordinate schedules; arrange accommodations and refreshments; prepare and disseminate agendas and meeting materials; and fulfill other requests.

Assist in the coordination of events, projects, programs, and special tasks assigned by the Leadership Team, ensuring timely and accurate completion.

SKILLS

• Excellent working knowledge of school and accounting programs
• Excellent written and verbal communication skills with diverse populations
• Excellent ability in time management, organizing resources, and establishing priorities
• Strong ability to analyze complex situations and implement and coordinate systematic solutions
• Excellent computer skills in all Microsoft Office applications
• Data management and reporting skills
• Demonstrated ability to manage projects to completion
• Demonstrated ability to manage multiple data systems

PERFORMANCE REQUIREMENTS

• Models traits of a responsible team member by executing job responsibilities, open communication, and timely follow-through; supports team members to do the same
• Complies with all Fairwold and PHMC policies and procedures
• Maintains and promotes confidentiality
• Supports the safety of the education environment and complies with de-escalation and safety training expectations
• Establishes effective working relationships with school staff, administrators, and PHMC leaders

EDUCATION

High school diploma or equivalent required

Preferred

Associate degree in business or a related field

EXPERIENCE

• Three years of experience working in a fast-paced, customer service-based position
• Experience working with various computer programs, including all Microsoft Office applications

PAY GRADE

14

PHMC is an Equal Opportunity and E-Verify Employer.