Lower School Administrative Assistant

Chinese American International School • San Francisco, CA

4d • Onsite

About The Position

Responsible for administrative support duties in the CAIS Lower School. This role involves managing administrative functions within the school division, supporting the Lower School Director, and coordinating Lower School events. Key responsibilities include ensuring class coverage, managing student attendance notifications, coordinating various school events from planning to execution, scheduling meetings and appointments, and acting as registrar by maintaining student files and handling transcript requests. The position also involves purchasing materials and supplies, facilitating processes like hiring and recruitment, and maintaining operating protocols. Additional duties may be assigned by the Lower School Director.

Requirements

• 2-3 years of administrative/clerical work experience
• Technical/Computer skills as required for job performance
• Initial and continued tuberculosis clearance
• Initial and continued criminal background clearance by DOJ and FBI

Nice To Haves

• Possess an associate’s or bachelor’s degree
• Proficiency in MS Office Suite, Google Applications and Mac basics
• CPR and First Aid Certification
• Work experience and familiarity with independent school

Responsibilities

• Ensure that classes are covered in the event of teacher absenteeism, often by using Swing; may need to substitute in classes and cover collateral duties when teachers are absent
• Notify families of excessive absences or tardies
• Coordinate/co-coordinate events: Back to School Night, Outdoor education, parent-teacher conferences, Halloween Parade, Photo Day, Thanksgiving luncheon, 5th Grade Promotion, LS Division faculty celebrations, etc; select catering company to prepare food for events, coordinate with facilities and IT personnel for event needs, monitor event timelines to ensure deadlines are met, send out invitations and manage RSVP lists, manage correspondences
• Schedule meetings, conferences, and appointments for lower school faculty and Director; maintain calendar of Division Director; reserve meeting sites; contact and confirm appointments and meetings
• Acting as registrar, maintain cumulative folders of current and former students, ensuring that files are organized and secure. Download and send transcripts and progress reports to alternative schools and parents
• Purchase materials and supplies according to the purchasing procedures
• Facilitate processes such as hiring and recruitment, safety drills and checks, etc and maintain and update the standard operating protocols associated with these
• Additional duties as requested by Lower School Director

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree