Administrative Assistant

Sunny Hollow•St. Paul, MN

11d•Onsite

About The Position

The Administrative Assistant serves as the first point of contact for Sunny Hollow Montessori, creating a warm, welcoming, and professional experience for students, families, faculty, prospective families, and visitors. This position is responsible for the daily operation of the front office and provides administrative support to ensure the smooth functioning of the school. The Administrative Assistant front desk operations, supports school administration, assists with admissions logistics, supports student health needs, maintains attendance and licensing records, and provides exceptional customer service while helping ensure the school operates efficiently.

Requirements

High school diploma or equivalent
Minimum of two years of customer service or administrative office experience
Annual DHS, OSHA, and school-required trainings
Medication Administration certification (or ability to obtain)
Outstanding customer service skills
Professional verbal and written communication
Strong organizational skills and attention to detail
Ability to multitask and prioritize competing responsibilities
Proficiency with Google Workspace and general office technology
Ability to maintain confidentiality
Positive, welcoming, and service-oriented demeanor
Sound judgment and problem-solving skills
Flexibility and adaptability
Ability to work collaboratively with faculty, families, and administrators

Nice To Haves

Associate's degree in Business, Office Administration, Education, or a related field
Experience in a school or nonprofit setting preferred
Experience working with confidential information

Responsibilities

Serve as the first point of contact for students, families, visitors, vendors, and prospective families.
Answer incoming telephone calls and direct inquiries appropriately.
Greet visitors and manage building access.
Monitor the office email account and respond or direct inquiries appropriately.
Check voicemail and route messages promptly.
Manage incoming and outgoing package deliveries.
Maintain a clean, organized, and welcoming reception area.
Update Google calendars as directed.
Coordinate school van reservations.
Maintain walkie-talkie inventory.
Provide general administrative support to faculty and administrators.
Perform other front office duties as assigned.
Conduct temperature checks as needed.
Provide first aid for minor injuries and illnesses.
Contact families regarding student illness or injury.
Create bleach and sanitizer solutions in the morning as needed according to school procedures.
Support implementation of school health and safety protocols.
Assist during emergency situations as directed.
Administer medication to applicable students
Prepare admissions packets for prospective families.
Schedule school tours for prospective families who call the school.
Welcome prospective families and visitors upon arrival.
Direct admissions questions to the School Administrator.
Process prospective student records requests.
Assist with admissions events and open houses as assigned.
Maintain daily student attendance.
Support student check-in and check-out procedures.
Assist with enrollment paperwork and document collection.
Process current student records requests.
Maintain DHS incident and injury logs.
Assist the School Administrator with administrative compliance tasks as assigned.
Order snacks and coordinate weekly snack menus, ensuring DHS compliance with food groups and that classroom allergies are accounted for.
Schedule enrichment vendors and maintain the enrichment calendar.
Maintain lost and found.
Organize extra student clothing.
Provide classroom break coverage as needed.
Maintain office and reception supplies.
Assist with inventory of operational supplies as assigned.
Support office organization, filing, and daily administrative tasks.
Back up walkie-talkie calls for support and bathroom breaks.
Support the school break schedule on days when staffing would not otherwise be adequate, providing classroom breaks and support with challenging toileting and behaviors.
Provide exceptional customer service to current and prospective families.
Assist with community events and family engagement activities.
Respond to routine family questions regarding attendance, scheduling, and school procedures.
Help create a welcoming and positive experience for every member of the Sunny Hollow community.
Support the mission, vision, and Montessori philosophy of Sunny Hollow Montessori.
Demonstrate professionalism, confidentiality, and integrity.
Maintain positive working relationships with students, families, faculty, volunteers, and visitors.
Demonstrate flexibility in responding to changing school needs.
Participate in required meetings and professional development.
Perform other duties as assigned by the School Administrator or Head of School.