Administrative Assistant

Vanderbilt University•Nashville, TN

3d•Onsite

About The Position

Roberts Academy is seeking a highly motivated, organized, and flexible Administrative Assistant to provide assistance to the Director, Assistant Director, and other staff. This role is crucial for supporting school operations, managing communications, coordinating events, and overseeing administrative functions.

Requirements

Highly motivated
Organized
Flexible
Knowledge of policies and regulations relating to hours of work, meal breaks, etc.

Responsibilities

Answer the phone for the main school line, assisting callers as needed.
Welcome parents, visitors, and children into the school.
Manage school entry and early dismissal procedures.
Initiate processes for reimbursement of expenses.
Submit timely and accurate expense reports for OneCard holders within the Academy.
Coordinate parent-teacher conferences.
Support the planning and execution of school events such as parent conferences, open houses, field trips, and back to school events.
Maintain the school calendar and support faculty, administrators, and families with the student information system.
Create and distribute school communications, including a monthly school newsletter, compiling and editing content from administrators and staff.
Assist in the coordination and scheduling of substitute teachers.
Assist in the planning, execution, and documentation of emergency drills.
Create and/or facilitate the creation of print and digital documents and media for marketing (including social media), communications, and development.
Manage the Director’s calendar and support scheduling of meetings for the school leadership team.
Assist the Director and school staff with facility management activities, including establishing and maintaining control systems for limited-access documents, managing an electronic document filing system, space inventory reporting, initiating work orders for repairs, and managing keys for appropriate building access.
Manage student information system database, maintain accurate and up-to-date records for students, families, and staff including daily attendance records.
Manage records storage for prospective, current, and former students.
Answer the central phone, providing assistance to callers, and/or directing them to the appropriate individual(s).
Assist faculty, staff and students with questions or requests, providing guidance and training regarding processes or procedures, and directing them to the appropriate individual for further assistance.
Support scheduling of student workers as well as campus and community partners working in or volunteering in the school.
Purchase, inventory, organize, and distribute materials, resources, and supplies, including curricular materials as well as office supplies for staff workspaces.
Reconcile monthly ledger reports, review and approve proposed expenditures to ensure compliance with internal guidelines, ensure the fiscal integrity of each fund and provide guidance to the Director and Assistant Director regarding planned expenditures.
Monitor receipt of tuition and fee payments, maintaining an accurate record of student accounts and assisting in the communication of balances owed to parents.
Review and approve electronic timesheets for student positions, ensuring knowledge of policies and regulations relating to hours of work, meal breaks, etc.