Administrative Assistant

Vanderbilt University•Nashville, TN

4d•Onsite

About The Position

This role will provide assistance to the Director, Assistant Director, and other staff at Roberts Academy. For this reason, this position requires an individual that is highly motivated, organized, and flexible. The responsibilities of this position include, but are not limited to the following:

Requirements

Highly motivated
Organized
Flexible

Responsibilities

Answer the phone for the main school line, assisting callers as needed
Welcoming parents, visitors, and children into the school
Managing 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 among others
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 to be used for marketing (including social media), communications, and development
Managing the Director’s calendar and supporting scheduling of meetings for the school leadership team
Assist the Director and school staff with a variety of facility management activities. Examples include establishing and maintaining control systems for limited-access documents, managing an electronic document filing system, space inventory reporting, initiating work orders for repairs, managing keys for appropriate building access and similar activities
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 as needed
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. This requires a knowledge of policies and regulations relating to hours of work, meal breaks, etc.